Conduct inventory
Inventory closing method
LPP, WAPP, LCP, WACP: You will select the default calculation options recovered in the Inventory statement validation in Priority 1:
- Statement warehouse price,
- Price from the default warehouse of the folder defined in the company settings (via Commercial management/Stores and warehouses.)
- Price from the item record
- Price specified for the last movement entered before closure
Cost price
(Refer to Cost Price Management)
- Case of a transfer between two warehouses of a same store: the entry of the
transfer requires specifying the sender store, the recipient store, the sender
warehouse, and the recipient warehouse.
- Case of a transfer between two warehouses of two different stores: the entry of the
recipient warehouse for the transfer is not requested.
Use of the transfer valuation
module
It is possible to create specific transfer valuation rules (Settings module -
Documents - Transfer valuation.) When creating a transfer, and if this option is
checkmarked and the criteria of a rule correspond to a sender store and a recipient
store, the rule will apply (refer to Transfer Valuation.)
Customized message for transfer
valuation
This setting is taken into account only if the "Use of the transfer valuation module"
option is enabled. If a rule is applied for the valuation of a transfer, the information
message only includes the description of the applicable rule. Otherwise, the
message displays the valuation detail of the rule.
Request to apply modifications
when validating transfers
This option makes it possible to ask the user if he wants to apply the modifications
carried out during the validation of a transfer notice on the corresponding sent
transfer.
Management of remainders for
transfer notices
If the remainder management is enabled for transfer notices, you can validate a
transfer notice in several steps in accordance with the physical receipts.
Please note: If this setting is enabled, the "Request to apply modifications when
validating transfers" is not checked and cannot be modified.
Direct transfer if sender store is
of type Headquarters
If the transfer is sent from a store of type Headquarters (see the Contact information
tab in the store record), the transfer sent generates directly a received transfer
without taking into account the options linked to the creation of a transfer notice.
Recovery of customer associated
w/ recipient warehouse
As any created document, this one is assigned to a third-party. This option enables
you to choose the customer selected by default when the transfer was created. You
can choose among the following options:
- Default customer for transfers: Recovery of the customer entered in the company
settings (via Commercial management/Default settings/Third-party for transfers.)
- Customer linked to the store: Recovery of the customer entered for the recipient
store (in the Third-party tab of the record.)
- Cust. associated w/ recipient warehouse: Recovery of the customer entered for the
recipient warehouse (in the Contact information tab.)
Note: If the customer associated with the warehouse or store (according to the
option selected) is not specified, the default customer for transfers will be selected.
Field
Description
Blind entry - inventory
Is used to conduct an inventory hiding the notion of physical inventory.
Create generic lines in an
inventory discrepancy document
In order to accelerate the validation of the inventory, you may uncheck this setting
so that no generic lines are created in the inventory discrepancy document.
Alert if inventoried quantity is
above...
Alert if the inventoried quantity is above the value entered here.
Authorized limit to validate an
inventory (number of lines w/
discrepancies)
At the inventory validation step, if the list to validate includes more than x lines
with discrepancies, a message will propose the user to split the list.
Field
Description
Cost price calculation from cost
groups
This setting is linked to the serialization of module P30431. If the module is not
serialized, this company setting will not be available. The management of cost
prices will be limited to the use of and tax exclusive cost price of the item record.
Cost price management
- None: cost prices are not supported.
- The tax exclusive cost price of the record values the cost prices of the document
lines.
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Inventory snapshots
(Refer to Inventory Statements and Snapshots.)
Calculation method for inventory snapshots: According to you choice, the following elements will be available:
For the "Standard" option, the following documents are taken into account: AFS, AVS, BFA, BLC, BLF, CC, CDI, CF, EEX, FAC, FF, FFO, INV, PRE, RDI, SEX, TEM,
and TRE.
For the "Without considering invoices" option, the following documents are taken into account: AFS, AVS, BFA, BLC, BLF, CC, EEX, FAC, FFO, INV, PRE, SEX, TEM,
and TRE.
Inventory flash query
(cf. Inventory Query)
Replenishment
(See Replenishment)
These 2 options are only available if module P30431 is serialized.
- Automatic calculation of cost price
- Manual calculation of cost price
Calculation direction PP/CP
coeff. of item record
This setting can be changed if the “Cost price management” company setting is
forced to the Tax exclusive cost price from the item record. Select the calculation
direction for the purchase price and the cost price in the item record, thus taking
into account the PP/CP coefficient.
- PP * Coeff = CP: Purchase price * coefficient = Cost price,
- CP * Coeff = PP: Cost price * coefficient = Purchase price
If the calculation direction is specified, 2 elements will complete the item record,
i.e. the coefficient and an automatic calculation indicator All this information is
available in the item record
Reference store for item record
The WACP or weighted average cost price is updated if the document is linked to
the store referenced in this setting.
Consider freight and expenses
Freight and expenses are taken into account only if the "Purchases - Expenses and
discounts" module is serialized. Freight and expenses are applied in proportion to
the amount of the document lines.
Freight and expenses are taken into account in the “Cost price” if "Use tax-excl.
cost price from item record" or "Automatic calculation of cost price” is selected.
Supply of the tax incl. cost price
of sent transfers
The cost price of the sent transfer document will be supplied via:
- Item cost price - Tax excl.
- Last cost price - item
- Weighted average cost price - Item
- Last cost price - inventory (sender)
- Weighted average cost price - Inventory (sender)
Supply of the tax incl. cost price
of received transfers
The cost price of a received transfer resumes:
- Cost price of the previous document,
- Purchase price of the previous document.
Document valuation in folder CP
Cost price management allows you to work in the store currency. This option is
used to value the cost price in the currency of the folder. (The folder is managed in
a single currency specified in the company settings.) This valuation is aimed at
minimizing currency conversions. The folder cost price is valued from:
- Tax-excl. cost price from item record (default value)
- Inventory LCP in folder currency: If there is a null value in the inventory record,
the cost price of the item record will be used.
- Inventory LCP in folder currency: If there is a null value in the inventory record,
the cost price of the item record will be used.
Field
Description
With photo of the item
The photo associated with the item record is recovered for the query.
Hide the detailed inventory
record
The access to the inventory detail is disabled.
Use the record in the Back Office
This option must be checkmarked to be able to use the inventory flash in the Back
Office when querying the inventory.
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Company Settings - Customers/Suppliers
Back Office: Administration - Company - Company settings - Commercial management
Customer code assignment
The automatic assignment of third-party code is subject to an option available at store level, in the Contact information tab of the record. In this case, the following options
can be applied:
Prefix for auxiliary accounts
Customer contact info connector
QAS is a tool provided by Experian to check address validity when entered. It offers a step-by-step method for finding and formatting addresses. The use of this tool enables
you to improve the quality of customer records in Yourcegid Retail Y2. The address checking module must be serialized (refer to Checking Addresses.)
Field
Description
Replenishment management
This setting is enabled, after the serialization of the Replenishment module.
Force negative physical inventory
to zero
A negative physical inventory is considered as being set to 0 for the "Inventory of
the warehouse to supply" and "Inventory of the stores to supply".
Force negative net inventory to
zero
If the net inventory is negative, the latter is set to 0 for the "Inventory of the
warehouse to supply" and "Inventory of the stores to supply".
Field
Description
Code length/Prefix
The default procedure for automatic assignment of the customer code must be
defined here. The prefix is optional.
Attention! The length of the code defined here must be less than or equal to that
specified in the auxiliary accounts used for the accounting transfer.
These settings will be used if nothing has been specified at the store record level, as
explained below.
Last counter used
Display of the last number assigned.
Field
Description
Supplier/Customer auxiliary
prefix
Input field for 1 to 9 characters. If you want all the supplier (or customer) accounts
to begin with the same characters, enter a character string in this field, and each
auxiliary account will be automatically created with this prefix.
Fields
Description
Automatic assignment of supplier
code
This checkbox option enables the automatic increment of supplier codes. This
choice means that the coding of suppliers is arbitrary.
Field
Description
Default individual customer
The customer type proposed by default will be defined in this setting. You can
select an Individual-type customer used for retail sales, or a Company-type
customer used for Trade sales.
Dual last name/first name
management
These two checkboxes allow you to manage the corresponding fields in the
customer record and customer analyses, for individual customers.
Concerning Company-type customers, a second company name will be added to
display the company's translated name.
Field
Description
Checking addresses and numbers
Tick the types of verification you want to perform.
- Checking postal addresses: No action required. Actually, this setting will be
activated automatically when the module has been serialized.
- Checking e-mail addresses: Enables you to activate e-mail verification.
- Checking cell phone numbers: Enables you to manage mobile phone number
verification. After activating this option, please check the “Check phone numbers”
option too, and populate the “Special characters authorized” field (see hereafter
Management of Phone Numbers.)
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Templates and customer record printing options
These settings allow you to determine the print template for a customer record and the different information that is included on the printout (notepad, contacts, etc.). Only the
“Report with print options” settings is supported in the customer record (retail) template provided by default.
C.R.N. Code
Customer payments
Optimized merger of customers
Automatic merger for ship-to, bill-to, paying customers Setting not supported in Yourcegid Retail Y2
Search priority
Management of phone numbers
Default official documents
This setting enables you to determine the official document (passport, ID card, etc.)
associated by default with the customer record.
Field
Description
Check for doubles on CRN
Three choices are available:
- Warning with list of duplicates: When validating the third-party record, a message
displays if the CRN code (company registration number) is already used in other
records. You can view the list of duplicates et make corrections, if need be, or
answer No to the query of duplicates, thus validating the record.
- Warning only: When validating the third-party record, a warning message
specifies for which third-party code, the number is already used. You must confirm
the CRN code to validate the record.
- Systematic freeze: This choice prohibits the existence of CRN doubles.
Country with C.R.N code control
Multiple choice list to select the countries for which the CRN code is checked for
uniqueness. By default only France is selected.
Field
Description
Trade settlement management
Allows you to activate customer payment tracking directly in Yourcegid Retail Y2
when using different accounting and commercial management databases.
This option enables a user to specify that a payment has been collected, to enter a
payment, to reconcile payments or cancel the payment reconciliation.
Advanced management of
customer risk
This enables the new features for the customer risk calculation. For the risk
calculation per document type, you can:
- Define the valuation mode of the customer's outstanding balance and only
consider approved documents.
- Define in accordance with the customer risk the alert level when creating
documents.
Fields
Description
Customer/supplier search priority
Defining search priority
Customer/supplier search priority criteria are determined in the Settings module, in
Customers, and via the Search Priorities command. You may select up to 6 priorities
which will then be processed in ascending order.
Using search priority
Once created, search priorities can be then selected in company settings, as well as
in the Miscellaneous tab in the store record.
Note that in customer/supplier searches, priorities specific to the store will be
checked first. Otherwise, the priority set in company settings will be applied.
Field
Description
Control of phone numbers
You can also set up a phone number verification when entering a customer record,
as well as the option to declare certain characters as being authorized. If a phone
number is considered invalid, a message will be displayed when entering a sales
transaction. Please refer to the customer record description below. Please refer to
the customer record description hereafter (see Customer Record in Detail).
Authorized special characters
You can authorize special characters such as a blank space, * , / , and - (e.g.
Character “+” is used to save phone numbers.) Note that if this field is empty,
unauthorized characters will be replaced by 0.
Automatic correction on entry
If this option is checkmarked, and the cursor quits the entry field, the system
performs an automatic correction of non authorized characters. They are replaced
by the first character specified in the previous field (Authorized special characters).
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Customer existence control
Management of customer confidentiality
Company Settings - Formatting Customer Fields
Back-Office: Administration - Company - Company settings - Commercial management
Formatting customer record fields
Two-position checkbox enabling the entry of data in fields relating to the formatting of fields for the customer/prospect records of type individual or company.
Individual
Note that if the "Authorized special characters" field is empty, unauthorized
characters will be replaced by 0.
Fields
Description
Priority list
When entering a new customer, this setting will check if the customer has already
been listed in the database. The types of verification are determined beforehand in
the Settings module - Customers - Duplicate check
Check for uniqueness of EAN
code
This setting checks that the EAN code assigned in the customer record (Payments
tab) to every customer is unique. Enabling this setting triggers a check of possible
duplicates in the database. In case of duplicates, you cannot enable this setting.
Note that this setting is not compliant with customer restrictions.
Field
Description
Available options
Customer privacy enables you to determine how the customer will authorize use of
their personal data. This information is affixed manually in data such as email
addresses and phone numbers in customer records. Select one or more
confidentiality types that will be displayed in the customer address, phone and e-
mail fields.
- Information to ask the customer
- Information usable only by the brand name
- Information usable by partners
- Do not use this information
Default options
Select the default confidentiality level for the address, phone and e-mail fields.
Input detail level
This setting enables you to complete the Opt-in / Opt-out settings (gathering of
customer personal data) and may take the following values:
- By information entered (default): the current operation is maintained.
- By communication channel: a single piece of data is available per communication
channel.
- Global: enables you to enter street address information in customer records once.
This information will then be automatically copied to all other information (e-mail,
telephone).
Creating customer forms by
double validation in Front Office
This setting allows you to set up double validation of customer records when
creating them in Front Office. In this case, the customer record will remain on the
screen after you validate it once. This will enable you to perform other operations:
create contacts, add addresses, CBS operations, etc. The second validation saves
these very last changes and exits the record.
Example of customer creation by double validation
1. Creation of the record and population of the record. Note that option buttons are
not available. It is therefore not possible to enter contacts, additional addresses, etc.
2. A first validation of the record creates the customer and allocates a counter
without closing the record. This method allows you to make the options screens
usable.
This mechanism is due to the fact that a screen (contact screen, for example)
records the information, but this requires to have the customer’s counter. This
setting allows the user to enter information without having to close the record and
open it again.
Field
Description
Name format
Selection list for formats to assign by default to the customer's name.
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Companies
Company Settings - Documents/Entry
Back Office: Administration - Company - Company settings - Commercial management
Pre-allotment by store
Item margin check
Delivery dates
Merchandise transformation
Maximum size of particles /
Format
Value corresponding to the maximum number of characters for particles. Selection
list used to select the layout mode for particles.
First name format
Selection list for a standard format to be assigned to the customer first name.
Field
Description
Company name line 1 and 2
Selection list for a standard format to be assigned to first and second lines of the
company name.
Address line 1, line 2, line 3
Selection list for a standard format to be assigned to each customer's address line.
City
Selection list for a standard format to be assigned to the customer's city.
Phone: space deletion
Not supported in Yourcegid Retail Y2
Deleting double separators
Checkbox option enabling the correction of entry errors in addresses.
Example: If you type two spaces or two commas in the address, one of the two
characters will be deleted when the customer's record is saved.
Field
Description
Pre-allotment by store
This option enables the pre-allotment for purchase proposals. When a purchase
proposal is entered for a store (defined in the company settings), a pre-allotment by
store will be carried out for each line of the document.
Pre-allotment store
This option determines the default store used for a pre-allotment entry of type
Headquarters. Please notice that only stores categorized as Headquarters in the store
record can enter pre-allotments.
Documents generated by default
Select the document generated for each store, from the purchase proposal (purchase
order, delivery notice, or purchase proposal.)
Field
Description
Item margin check on
Selection list to determine the purchase price or the reference cost price to calculate
the item margin.
Minimum margin check
When entering a sales document, a message specifies that the calculated margin is
inferior to the minimum entered in the item record.
Minimum margin freeze
If the minimum required margin is not met, the document cannot be validated
(except if the "Override locks on margin" concept is set to green.)
Field
Description
Check delivery dates for items
This option enables the control of delivery dates for the document types selected
hereafter. Note that the date must be within the period defined in the corresponding
item record.
Types of the checked documents
List of document types for checking delivery dates.
Starting/Ending date
Selection of the date field in the item record that corresponds to the delivery
starting/ending date.
Check delivery dates when
generating documents
Option to select if you want to check delivery dates when generating documents.
Types of the checked documents
Select the documents for which you want to check the delivery dates.
Field
Description
Merchandise transformation
This option enables the Merchandise transformation module, thus allowing the user
to withdraw a reference from stock, and then to enter one or more references
automatically.
Reasons for special inputs/outputs
Selection of the movement reason relating to inputs and outputs created via Settings
- Documents - Movement reasons.
The inventory input will be valued by the means of:
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Checking supplier invoices
(Refer to Litigation Management)
Import items from inventory
Company Settings - Documents/Processing
Back Office: Administration - Company - Company settings - Commercial management
Invoicing franchisees, concessions and affiliates
Price proposed at inventory input
- Document type EEX:
- The EEX document type set up for the proposed price.
Or by the means of prices for the special output:
- Unit price
- Last purchase price
- Last cost price
- Weighted average purchase price
- Weighted average cost price
Field
Description
Checking supplier invoices
Setting ticked automatically if the module is serialized.
Item for automatic processing of
"Freight and Expenses"
Select the financial item used for credit note requests if there is a dispute on freight
and expenses. Addition of two lines in the "Cancellation/Correction" request for a
financial credit note in the same way for merchandise items. These two lines will be
associated with the financial item defined here.
Litigation settlement reason for
automatic processing
This is linked to the previous setting; the reason is resumed for the settlement of the
litigation concerning the freight and expenses linked to a credit note request.
Query/Process litigations on
transfers
Select the type of query/process for litigations on transfers: either by recipient or by
sender. This setting is linked to user restrictions.
Field
Description
Management of concurrent
accesses in documents
When you access a document and if the latter is already opened by another user, a
message warns you that the document is being edited by another user. You can then
access the document in read-only mode, or in read-write mode with the risk of
losing the changes made by the other user.
Please notice that this control is based on the Yourcegid user code accessing the
document. Consequently, make sure that each user logs in with a unique code.
Default supplier in purchase
documents
Select the supplier resumed by default when creating a purchase document.
Tax excl. selling price list for
transfers
This option enables the application the tax exclusive selling price list of the
recipient store.
Field
Description
Configured inventory: physical +
This setting allows you to specify the default proposed quantity, when you press the
"Import items from inventory" upon document entry. You can add or deduct from
the physical inventory, the quantities available from the inventory counters as
proposed in this list.
Field
Description
Consider negative inventory
when calculating shortage at
document validation
If the document type controls inventory shortage, in the case of multiwarehouse
management, negative inventory values are taken into account to calculate the
shortage.
Field
Description
Invoicing transfers
(Refer to Invoicing Transfers)
The invoicing procedure is modified based on this setting. Moreover, this setting
provides, by default, data for the "Centralize invoicing" field in the transfer
invoicing program. The following options are available:
NONE
Whatever the type of the store, the invoicing documents for transfers are created for
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Miscellaneous
Centralize invoicing on
the sender store and the recipient store.
Click here for further information about this invoicing procedure.
HEADQUARTERS
All documents based on transfer invoicing are intended for, or originate from the
store typed "Headquarters" selected in the wizard , even if the invoiced transfer was
carried out directly between store A and store B without intermediate step at the
store typed "Headquarters". Example: Let us assume a transfer 10 between stores A
and B. The following documents are created:
- A document from store A to the Headquarters and a document from the
Headquarters to store A.
- Two other documents between store B and the Headquarters.
Click here for further information about this invoicing procedure.
SUBSIDIARY HEADQUARTERS
From each subsidiary, transfers are invoiced as follows:
- Intra-subsidiary transfers: the store of type "Subsidiary headquarters" defined for
the subsidiary group is the liaison store for invoices based on transfers between
sender stores and recipient stores of the subsidiary group.
- Transfers concerning stores without subsidiaries: in this case "NONE" is selected.
The invoicing is done between sender and recipient stores.
- Inter-subsidiary transfers: transfers are invoiced between stores of type
"Subsidiary headquarters" for each subsidiary group. By default, this setting
supplies data for the "Centralize invoicing" field in the transfer invoicing program.
Click here for further information about this invoicing procedure.
Type of transfers to invoice
The quantities taken into account to generate invoices depend on this company
setting:
- Sent transfer (TEM): the quantity used to generate the invoice is equal to the
quantity of the corresponding sent transfer.
- Received transfer (TRE): the quantity used to generate the invoice is equal to the
quantity of the corresponding received transfer.
- All: the selection of invoicing sent or received transfers will be made when
invoices are generated. Example: You can invoice a group of stores for transfers
sent, and another group for transfers received. Please note! Do not charge sent and
received transfers in the same flow; no checks will be made.
Invoicing valuation
Is used to determine how transfers are valued for each process. The following
valuations are available:
- Original document price
- Price list for sender store
- Price list for recipient store
- Invoicing store price list
- Price list of customer linked to the store
- Price list for recipient customer
- Trade price list of customer associated with store
- Trade price list of recipient customer
Selection of whole transfers
during invoicing
The selection of the transfers to invoice via Invoicing transfers / Interactive is done
as follows:
- If the option is ticked, transfers are selected from documents,
- If the option is not ticked, transfers are selected from transfer lines
Do not invoice intra-store
transfers
This option is used to exclude intra store transfers from the selection of transfers.
Invoicing store
Selection of the store of type "Headquarters" which is used by default in the sales
invoicing wizard (refer to Invoicing Sales.)
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Dispatching
Trade of goods declaration
Temporary item
Override considered receipts: If this option is checkmarked, a receipt already accounted for can be modified to assign another item to the receipt.
Countermark management
(Refer to Countermark Management)
Available orders
Batch modification of purchases
Creation of a delivery slip from transfers
Defines how delivery slips are generated from transfers.
- Original document price: The delivery slip resumes the valuation of the transfer received.
- Tax excl. selling price list: The tax exclusive price list code of the recipient store is recovered. If there is a price list for an item, it will be applied; otherwise the trading price
of the item record will be applied.
- Transfer price: The delivery slip resumes the valuation in transfer price of the transfer received.
Company Settings - Financial Accounts
Field
Description
Keep installments when
generating
When documents are generated, either manually or automatically, installments are
not recalculated, if this option is not checkmarked.
Keep installments when
modifying
When a document is modified, installments are kept if this option is enabled.
Field
Description
Dispatching sales
The dispatching feature, if enabled, handles multistore orders.
Dispatching amount
This setting will be resumed by default at third-party level. If this option is not
checkmarked, the dispatching will be based on quantities.
Force quantity of each size to 1
If this option is checkmarked, the line concerned will have a quantity of 1 for each
document line.
Category of sales predispatching
For example, quotations. It is the document type that allows the pre-allocation of
quantities/amounts per customer and store.
Category generated by
dispatching
For example, customer orders. A process enables quotations to be broken into
orders based on splittings.
Field
Description
In WEB format
Selection of the format for the Trade of goods declaration. If "In IDEP format” is
selected, this option is not accessible.
Obligation level for
shipment/introduction
Selection of the obligation level for shipment/introduction if the TGD is in Web
format.
In IDEP format
Selection of the format for the Trade of goods declaration in IDEP format (IDEP
software.) If "In Web format” is selected, this option is not accessible.
Obligation level for introduction
Selection of the obligation level for introduction if the TGD is in IDEP format.
Generating a TGD per store
One declaration is generated for each store.
Export folder
Selection of the folder where the TGD will be generated.
Field
Description
Ignore the automatic generation
of intra-store available orders
During a transfer concerning a same store, sender and recipient, for two different
warehouses, the process for generating available orders does not apply, if this
option is enabled.
Generation of an available order
when validating a receipt
This option is to be ticked to generate available orders when validating a receipt. If
this option is ticked, a message tells you that customer orders are pending and
prompts you to generate available orders.
Field
Description
Purchase price revaluation
Default selection for the revaluation of line purchase prices:
- Item record: Item purchase price
- Price list: Purchase price list
Authorize the modification if the
new price is null
By default, this option is not enabled. The valuation of the document is not
modified, if the new price is null.
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Back Office: Administration - Company - Company settings - Commercial management
This section of the company settings is used to define default control accounts. Before starting, it is important to specify the length of the accounts via Accounting -
Accounting data. Indeed, if these accounts are not correctly set up, serious consequences may occur. In the case of distinct databases, all accounts of the two databases should
be harmonized.
Purchases / Sales
Intra-Community VAT
Specify the VAT accounts for purchases and sales.
Accounting for delivered / picked up goods
Specify the accounts for goods.
Company Settings - Account Posting
Back Office: Administration - Company - Company settings - Commercial management
Field
Description
Business discount accounts
Accounts for business discounts received (purchase) and granted (sale) used by
default for the generation of accounting entries. Is used to set up control accounts
for business discounts:
- For business discounts on purchases, you have to configure a financial account of
type 7 (e.g. 765000) because this is a revenue.
- For business discounts on sales, you have to configure a financial account of type
6 (e.g. 665000) because this is an expense.
Invoice total discount accounts
Accounts for discounts received (purchase) and granted (sale) used by default for
the generation of accounting entries. Is used to set up control accounts for invoice
total discounts:
- For discount on purchases, you have to configure an account of type 609000
(which works in reverse, and therefore increases credit).
- For discount on sales, you have to configure an account of type 709000 (which
works in reverse, and therefore increases debit).
Default accounts before tax
Tax exclusive purchase and sale accounts used by default for the generation of
accounting entries. Is used to configure purchase and sale accounts, exclusive of tax
(of type 607000 and 707000.)
Freight and expenses
Accounts for freight and expenses for purchases and sales used by default for the
generation of accounting entries. Is used to set up control accounts used for freight
and expenses (e.g. 624000 for a purchase invoice.)
Field
Description
Finance connector
Enables the link to Accounting related to the serialization of the module.
Accounting breakdowns
Authorizes the accounting breakdown by items, warehouses or third-parties via
Administration - Link to Accounting - Accounting breakdowns.
Warning!
- If warehouses are not supported, this company setting must not be not ticked.
- In accounting breakdown, if there is at least one line with Item or Warehouse,
ensure to specify the item or the warehouse on all lines.
Fields
Description
Deferred accounting
This option is ticked by default and is not accessible because accounting in
Yourcegid Retail is a deferred accounting.
Using configured analytical axes
Analytical breakdowns are defined via Administration / Link to accounting /
Analytical breakdowns.
External accounting
This option applies to databases with a third-party accounting application. In this
case, the accounting transfer is performed up to the export file for accounting
entries.
Litigation accounting
This option prevents you from sending documents with disputes to accounting
when the management of litigations is enabled.
Supply the encashment log for
invoice receipts
If receipts are entered in the Back Office, this option supplies the encashment log
with receipts entered on the Front Office and the Back Office.
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Supply the encashment log with
the internal reference
The encashment log will be supplied with the internal reference of the accounting
entry from the settings defined in the payment method.
Discounts on invoice total for FO
sales
The invoice total discounts entered in the receipts of the Front Office are accounted
for.
Fields
Description
Back Office/Front Office -
Monitoring accounts receivable
Accounting entries for trade documents (or receipts) are posted to auxiliary third-
party accounts (of type "411000000 - X - auxiliary no."). Otherwise, the control
account (of type 411) of the store record must be specified: this account will be
used in the accounting transfer.
Management of bank card fees
This option specifies that bank card fees can be managed.
Bank remittance via the safe
If this option is checkmarked, the accounting entry for the bank remittance is
generated when the amounts in the safe are remitted to the bank in the Front Office.
Otherwise, the entry for the bank remittance is done for each receipt (provided that
the payment method is configured to be remitted to the bank.)
Accounting for payments
If this option is enabled, payments can be sent to accounting.
If the option is disabled, payments are not sent to the file of accounting entries.
Purchases not liable to VAT
Tick this option of purchases are not liable to VAT. Note that in this case, the
inventory WAPPs are calculated on the tax inclusive net price.
Positive accounting for returns
Accounting entries for returns of merchandises are considered as positive.
Update of analytical sections
When analytical breakdowns are used and if the accounting transfer processes a
non-existent section, the section will be created, if this option is checkmarked.
Management of analytics per
document
This option enables the management of analytics for document entry. Analytics are
available for Yourcegid Retail documents.
Send only cash register flows to
Accounting
Only register operations of type cash flow are sent to Accounting. A cash flow
operation is relating to: Register discrepancy, Cash float, and Withdrawal.
According to the settings defined, register operations tagged "Cash flow operations"
are taken into account for the following types: Exchange of payment methods,
Miscellaneous input, and Miscellaneous output.
Fields
Description
Accounting transfer store
- Store of the document: Accounting entries are linked to the store of the document
(receipt, invoice.)
- Default store: Accounting entries are linked to the store code entered for the
"Default store" field in the Company settings - Accounting - Accounting data.
- Default accounting store: Accounting entries are linked to the store code entered
for the "Default accounting store" field.
Default accounting store
This is accessible only if the "Accounting transfer store" corresponds to the
"Default accounting store.” Enter the store code to which the accounting entries will
be linked.
Export directory
Select the default directory used in the accounting interface.
Export file format
Select the format of the file.
Exportable journals
Select the list of journals.
Journals excluded from export
Select from the list the journals to exclude from the export of accounting entries,
even if there are existent entries.
Commercial mgt reference -
destination
- None: Not recovered for the accounting entry.
- Document reference: The commercial management reference is recovered.
- User-defined reference: Comment 1 to 10:
Maximum number of days to
keep files in the database
Defines the retention period for files in the database (YDEMFILES table.) When
running any accounting application from a smart client or via scheduled tasks, files
will be purged from the database. Please note: if this setting is set to 0, no purge
will be performed. By default, this setting is set to 365.
Alert on documents not sent to
accounting prior to
Default setting used to identify the documents that have not been sent to
accounting. Enter the number of days after the current date before an alert is issued.
This setting is recovered in the "Document not sent to accounting" feature
(Administration - Link to Accounting.)
Time measurement for
accounting transfer
When an accounting transfer is performed, the notepad includes more or less
detailed information about the process.
- None: Limited information is displayed when the different steps of the transfer are
carried out.
- Simplified: Simplified information is displayed in the notepad as the transfer is
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Company Settings - Inventory Accounting Closure
Back Office: Administration - Company - Company settings - Commercial management
Entries for non received invoices
Inventory entries
Company Settings - Front Office
Back Office: Administration - Company - Company settings - Commercial management
Front Office
progressing.
- Detailed: Information relating to the transfer or detailed for each step of the
process.
If an error occurs, this information may inform you about wrong settings.
Settings excluded from export -
List 1 and List 2
Settings can be excluded from the export when the TRA file is created.
Example: Exclude the list of fiscal years that can be different in the Yourcegid
Retail database and the accounting database.
Fields
Description
Management of inventory
closures
This option enables the inventory accounting closure for the database (refer to
Accounting Closure.)
Field
Description
Journal of entries
Select the journal to which entries for non received invoices will be assigned.
Description of entries
Entry of the description
Supplier account
Supplier account for non received invoices (FNP),
Purchase account
Purchase account for non received invoices (FNP)
VAT account
Purchase account for non received invoices (FNP)
Field
Description
Journal of entries
Select the journal to which inventory entries will be assigned.
Description of entries
Entry of the description for accounting entries.
Inventory change account
Account for inventory changes
Inventory account
Stock account
Fields
Description
Store accounting for transfer
notices
This option specifies if transfer notices are taken into account for the sender or for
the recipient store.
Field
Description
Store logo
Select the logo that will be displayed on the register above the buttons of the touch
pad. This setting will be applied if the logo of the store is not specified in the
settings of the register.
Logo of the receipt
Select the logo used on the receipts when they are printed. This logo is used if the
"Logo of the receipt" field is void in the register settings.
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Link for payments
Loyalty
Definition of the prefix and the counter for loyalty gift certificates.
Fraud prevention
Identifies original receipt: In this case, the reference of the gift certificate enables the identification of the original receipt compared to the duplicate receipt. A return is
possible, mentioning that it was done from the original receipt or duplicate receipt.
Sales indices
(Refer to Sales Indices.)
Customer balance
(see Calculating Customer Balances in the Front Office)
To display the customer's balance on the register, you can select one of the following calculation rules:
- All types of documents: analyses the lines and the payments of all the documents from the customer. This is the rule applied by default.
- Retail sales: analyses the lines and the payments for the customer's receipts (FFO) only.
- Outstanding balances: analyses the register operations or the payment instruments not used yet, such as the customer's gift certificates, deposit payments, balance due
amounts, or credit notes.
Replenishment orders
Field
Description
Prefix for gift certificate number
This option is used to configure the barcode assigned to each gift certificate.
Barcode type
Length of gift certificate number
Automatic assignment
Enables the automatic assignment of the number.
Search on gift certificate no.
If a payment method associated with a gift certificate is used, first of all, the search
is based on the gift certificate number. (Refer to Secure the Use of Vouchers at the
Register.)
Retrieve customer from gift
certificate to receipt
If a fictitious customer is assigned to the receipt, the customer of the gift certificate
will be resumed in the receipt.
No control of gift certificate
number if manual allocation
If a number is allocated manually to a gift certificate, the control of the key, based
on the barcode type is disabled.
Multi-certificate entry when
entering payments
Certificates can be entered in simple or multiple mode; according to the selection
made here, the operating at the cash register may be different. (Refer to Secure the
Use of Vouchers at the Register.)
Field
Description
Receipt number calculation rule
This setting defines which are the receipts that must be accounted for the
calculation of the number of sales receipts:
- Count all receipts: This is the current calculation method for the number of
receipts.
- Ignore the receipts with an amount equal or inferior to 0: Only the receipts with a
positive total are considered.
- Ignore the receipts with an quantity equal or inferior to 0: Only the receipts with a
positive total quantity are considered.
- Deduct receipts with amounts less than or equal to 0: +1 for receipts with positive
totals, -1 for receipts with negative totals
- Deduct receipts with quantities less than or equal to 0: +1 for receipts with
positive totals, -1 for receipts with negative totals
Consider return lines
This option is only active if you have chosen to ignore negative receipts (amount or
quantity) If unchecked, this option disregards all return lines before evaluating
whether the receipt is negative or not. Therefore, only positive lines are taken into
account to assess the receipt and thus to calculate the number of receipts.
Weighing by salesperson
It only makes sense to use this option if there is a possibility that a receipt may be
shared between several employees. If this is the case, this option is used when you
need to detail the number of receipts per salesperson. The weighting is calculated as
follows: Salesperson sales amount/total receipt amount
Field
Description
Supplier of replenishment orders
Selection of the supplier code used when entering replenishment orders for stores.
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Miscellaneous
Item returns
Available orders/reservations
(Refer to Customer Orders and Customer Reservations)
This setting allows you to integrate an available order or reservation with a sales receipt without necessarily specifying the customer. By default, this option is not activated.
Transformation type
Select the document type that will be preselected when generating store
replenishment orders.
Field
Description
Ignore printing settings for
documents of type "Sales receipt"
If this option is ticked, the receipt is printed in the Front Office via the options
defined for the register. Otherwise, the options of the document type will be
applied. For example, in the case where the store does not print documents in
receipt format, but an invoice in A4 format.
Training base
This option allows you to know if current database is a training database. In this
case, the background color of sales transaction entry screen is red and “Demo
version” is printed every 3 lines on the receipts. This settings is not accessible
directly by he user It will be activated by Cegid consultant via a query.
Cashier management
This setting enables the management of cashiers, with the following characteristics:
- You can specify in the employee’s record, if the person is a salesperson and/or a
cashier.
- In the Front Office, opening and closing operations are carried out only by
cashiers.
- The list of salespeople only includes employees for whom position "Salesperson"
is selected.
Management of cashboxes
This option enables the management of cashboxes (floating cashiers.) The sales
session is put on hold and the associated cashbox is removed from the POS by the
cashier who puts it into the safe during this break; another cashier can then use the
POS.
Specific
Field designed for a specific customer.
Search for customer
This setting is used in a specific case. It allows you to perform a search on the
customer’s second name in accordance with settings specific to your organization.
Condition receipt duplicates for
sales
This option activates the condition to mark the receipts as printed in accordance
with the receipt templates selected in the option below.
Template list
List of receipt templates triggering the receipts to be marked as printed.
No printing when receipt is
canceled
There will be no printing, if the receipt is canceled
Justify non usable cashing
options
Some buttons on the Sales transaction entry touch pad do not trigger any action
since the customer is unknown. If this option is enabled, the following message:
"You must specify a customer to realize this option" is displayed. The following
options are concerned:
- Query of customer loyalty,
- Item return,
- Return without control,
- When viewing the history of purchases for a customer.
- When viewing customer information.
Apply the invoicing system of the
cash register to all sales
documents
This option determines the invoicing system to apply when entering sales
documents in the Front Office. The option triggers the following behavior:
- The settings of the documents are not applied.
- Recovery of the tax system at register level (the same as for receipts entered on
the register.)
This option is taken into account when entering sales documents in the Front
Office.
- Customer orders (type CC)
- Customer reservations (type RDI)
Field
Description
Search by default in the store of
the register for item returns
When searching for sales in order to make a return, the "Store" field resumes the
store of the register, if this option is enabled. Otherwise, this field is set to "All"
Selection of the salesperson via
touch pad for item returns
The salesperson for the return line is selected via the contextual touch pad
displaying the salespeople.
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The search screen for available orders and reservations offers several search criteria:
- External reference
- Internal reference
- Date range
- Store of the document
Manage final selling prices at checkout
This setting is used to manage a final selling price at checkout Please refer to section Management of Final Selling Prices.
Company Settings - Front Office (Standalone Mode)
Back Office: Administration - Company - Company settings - Commercial management
Alerts on aggregate recovery
When the number of new aggregates is voluminous, recovering this information could block the register for some time. This would quickly become frustrating if a user wishes
to open their register. The following settings help to reduce this risk.
Field
Description
Search by reference
This setting defines the search method for available orders and reservations. If this
setting is enabled, the “Search for an available order/reservation” option becomes
usable for a sale to the fictitious customer. An exact lookup of this information is
performed to find the available order /reservation according to the priority order
defined in the company settings.
Priority 1 and 2
If the search by reference is activated, search priorities become usable with the
following possible values (only one priority may be defined):
- External reference
- Internal reference
If the search by reference is enabled with at least one priority, the “Search for an
available order/reservation” option becomes usable for a sale to the fictitious
customer.
Field
Description
Default item
This required field enables you to select the default item to be used when re-
integrating receipts, if the receipt item is not recognized (item nonexistent, size
missing, etc.)
Default discount
The default discount is used to state a price difference between the item price of the
receipt and the price recalculated during the reintegration. Select the default
discount which will be applied if the price proposed in standalone mode is in error,
the item is not present or the price entered is different than the actual price. The
discount reason will be used to justify a price change.
Record events in the log
An entry is logged to the event log when a receipt is integrated and if it presents
erroneous information or blocking data that will be replaced by default values
according to the type of error selected in the following settings.
Customer error
Allows you to select one or more customer errors to be registered in the log:
Customer creation, Customer closed, or Customer unknown.
Item error
Allows you to select one or more item errors to be registered in the log: Generic
item, Unknown item, Non-authorized item, Non-authorized price, and Non-
authorized quantity.
Number of printed receipts
Number of receipts to print after the integration of the receipt (if the number of
copies is greater than the number specified in the register settings).
Number of historized days
Number of days to keep the integrated days on the POS terminal.
Fields
Description
Alert at register opening
An alert can be displayed when exporting register settings for aggregates in
standalone mode (Items/Prices).
- None: No alert will be displayed at register opening.
- Alert: Always displays the number of aggregates to retrieve from the register.
- Alert if limit exceeded: If the number of aggregates exceeds the alert limit (next
setting), a message will be displaying informing the user of the number of
aggregates to be retrieved. It is up to the user to decide to retrieve them
immediately or at a later time.
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Company Settings - External Connections
Back Office: Administration - Company - Company settings - Commercial management
Inventory input terminal
(Refer to Inventory Count Management)
Specify the setup of terminal model used by default. If a specific model is used by a store, you can enter the settings for the terminal in the store's record. If there are no
settings defined for the store, the information used by default is the data defined in the company settings.
Remote inventory query
A store can connect remotely on the central database to view the stock. Enter the information required for this connection.
Generation of transfers
Not managed.
Company Settings - Emailing
Back Office: Administration - Company - Company settings - Commercial management
(Refer to Alert Management and Exchanges with Suppliers).
- If the user answers "Yes", the new aggregates are recovered on the register
concerned.
- If he answers "No", the user takes back control immediately after the export
of the settings. This question will be displayed again at the next opening or
closing of the register.
Threshold triggering alert on
register
Shows the limit of the number of aggregates to retrieve to trigger an alert to inform
the user of when opening the register. Set the aggregate limit to 0 to save current
operating function (default value).
Fields
Description
Customer differential export
If you export your customer file when exporting register settings for the standalone
mode, you can check this option for a differential export of customer data. If this
setting is:
- Not ticked: The file containing this data will be deleted and created again each
time during customer export.
- Ticked: The export concerns only data differential (customer created or modified)
to optimize processing.
Using the Telnet protocol
Tick this setting to run TestWebAccess.exe in a SAAS environment, with AD
authentication.
In a SAAS environment, the line between the Front Office and the server is tested
via the Telnet protocol to check if the port is open.
Field
Description
Sending method for mails
There are three possible configurations (SMTP, Outlook, Notes), but the use of
SMTP is strongly recommended. Sending mails with Outlook only requires the
specification of the sending method. It is also necessary to have an active Outlook
account on the workstation that runs the indicators.
SMTP server
Enter the name of the SMTP server or ISP in this field.
SMTP port
The value entered here must always be smtp.
SMTP login / SMTP password:
Some SMTP servers require authentication to allow emailing. This data must be
entered here.
SMTP e-mail address for mail
alerts
This is the sender address for e-mails resulting from indicators and alerts. It is
preferable to use an existing address which is recognized by the SMTP server.
Depending on its configuration, the SMTP server can prohibit the sending of e-
mails from an unknown address.
SMTP e-mail address for sending
documents
The SMTP e-mail address for sending documents defined in the company settings
is used by default, if the store does not have its own e-mail address specified in its
record.
Technical low-level setting used to change how e-mails are sent by Yourcegid
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Storage of receipt PDFs
(See Emailing Receipts.)
Company Settings - Pricing
Back Office: Administration - Company - Company settings - Commercial management
Disable the "Pipeline" option for
sending e-mails via SMTP
Retail. If this option is ticked, the pipeline option of the SMTP protocol for sending
e-mails will be disabled. Disabling this option may fix some error occurring when
sending e-mails.
In general, and for your information, the SMTP pipeline option allows the SMTP
client to send SMTP commands batches without waiting for a response from the
SMTP server for individual commands/ Because of the way the pipeline works, it
may be difficult for e-mail clients or applications to accurately track the
commands/responses; this can be error-prone. Disabling this option will prevent
such errors.
Field
Description
Storage of receipt PDFs for
external tool
Checkbox option used to enable or disable the storage of receipts in PDF format. If
this setting is ticked, this storage replaces the current e-mailing, and the settings
below become accessible for input.
Storage method
2 values are possible: On la local server disk or via FTP share
Recipient directory
According to the storage method selected previously:
- Storage on disk: this directory must be accessible from the task server(s). No
control performed on this point at input level.
- Storage via FTP: name of the directory on the FTP server.
In the case of an FTP storage, the information below must be specified (no control
will be performed at input level on this information.)
- Server name: enter the server name or its IP address.
- User name: name of the user who connects to FTP.
- Password: name of the user who connects to FTP.
- Server Port: FTP connection port: (by default 21.)
File name format
To generate file names dynamically with information from the receipt, the
following options are available when entering the name of the PDF file:
- <STORE>: store of the register where the receipt was entered
- <REGISTER>: register where the receipt was entered.
- <DOCDATE>: creation date of the receipt in format YYYMMDD
- <DOCNO>: receipt number
- <DATE>: generation date of the PDF in format YYYYMMDD
- <TIME>: generation time of the PDF in format HH24MISS
Example: < STORE >_< DOCNO >_<DOCDATE>.pdf
Retention period for PDFs
This setting specifies the number of days the PDFs are stored after their creation.
Default value: 30 days This is available only if the storage is performed on a local
disk. If no duration is specified, the PDF files will never be removed. The deletion
of the physical files will be effective, only if the files have not been moved by the
external e-mailing tool. Otherwise, the external tool has to perform this deletion.
Field
Description
Price lists & Promotions
This enables the Price lists and promotions module. These price lists are also called
retail price lists because they offer the opportunity to enter promotional periods
(refer to Retail Purchase Price Lists and Retail Selling Price Lists.)
Automatic price list generation
This enables the automatic generation of price lists available in the Sales/Price lists
module (refer to Retail Selling Price Lists.) This option cannot be disabled, if there
is a rule for the automatic generation of price lists.
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Company Settings - Logistics
Back Office: Administration - Company - Company settings - Commercial management
Packing
The Packing management setting (see Packing) is aimed at managing packages and their shipment. This packing enables:
- Packaging and grouping of items for shipment,
- An eased integration when receiving goods in the store.
Default templates
Numbering of packages
Company Settings - Data Import
Back Office: Administration - Company - Company settings - Commercial management
For further information about these functionalities, refer to the following topics
- Data Imports - Formats
- Data Imports - Operation
Note that these company settings are not available for the "Yourcegid Retail Y2 – On Demand Start” offering.
Price list proposal in item
creation
This option allows you to enter price lists directly when creating an item.
Use TRADE price lists
The "Use TRADE price lists" option enables a specific priority management of
trade price lists by displaying the Trade sales menu in the Sales module. These
price lists correspond to a trade activity (for example, price lists can be handled in
quantity.) If this option is disabled, the tax exclusive selling price lists of the
Sales/Pricing menu will apply.
Warning! It is not possible to use these 2 types of trade price list management at the
same time.
Management of price list
programs per store
The management of price list programs offers the opportunity to apply via a
program several types of price lists to a store by the means of rules. The
serialization of the Price lists and promotions module is required (refer to Price List
Programs.)
Price list period always linked to
a price list code
When a period is created, it is always linked to a price list code. This setting makes
it impossible to create price list periods not linked to a price code.
Base period for retail price list
When an item is created, the price lists created are linked to this period for retail
price lists.
Fields
Description
Package label
Selection of the label in format Portrait or Landscape.
Packing slip
Selection of the packing slip with or without the dimension object.
Packing list
Selection of the packing list with or without the dimension object.
Fields
Description
Calculation mode for package
number
The possible choices are: Counter, Document number + counter, Manual.
If you choose the “Document number + counter” option, note that the printing of
the package labels will not be possible since at this point the document number is
not known yet. Labels can be printed after the validation of the document.
If you select option “Counter”, labels can be printed immediately when creating the
packing document.
Length of package number
counter
Specify the length of package number.
Field
Description
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Data recovery
Operating mode
The operating mode is set to Standard and cannot be modified (Standard or SAAS.)
Field
Description
Data origin
Default values proposed in the data import wizard.
Automatic integration
Option to tick so that the Automatic integration option in the import wizard is
selected by default.
Re-processing rejected files
Option to tick so that the files are moved to the input directory for re-processing.
Restitution level of messages
Select the level of the messages to display in the import wizard if a file is
processed:
- Error
- System error
- Information
- Warning
Format of messages in screen/file
Select the format of the messages to display in the import wizard when processing
an import (on the screen or in the file):
- Classification and Processing domain: Process, Customer services, Referencing
- Error code: Code assigned to the error
- Error message: Detailed message describing the error.
- Error type: Displays either "Error", "System error", "Information", or "Warning".
- Line number Addition of the imported line number to the report summary of
integration errors. Each erroneous line is completed with the number of the line that
generated the error, formatted on 6 characters for a better layout.
<Line #>- <Error code> - <Integration type> - <Error description>
Example: 000011 - TIE00032 - PROCESSING - City is mandatory
This information is added to the screen in the case of manual integration, into the
log file and the event log.
Copy of erroneous lines to the log
file
This setting must be ticked to insert an erroneous line from the import file into the
log file.
Maximum number of lines to
copy
If the previous setting is ticked, this one defines the maximum number of lines that
be inserted to avoid overloading the log file. The maximum value authorized for the
number of lines to copy is 1,000. A value set to 0, however, does not limit the
number of lines to copy.
Default item
If the item is unknown and if this field is checked and used, the item will be
replaced by the default item defined in the company settings (see the management
of exchanges.)
Default third-party
If the item is unknown and if this field is checked and used, third-party will be
replaced by the default party-party defined in the import format.
Note:
Upon the import of purchase documents, if the third-party of the document is not
specified, the main supplier of the first item will be used.
If $$_FORCETIERS is added and if the third-party provided does not exists, the
default third-party defined in the company settings will be recovered. In this case,
the third-party will be checked for uniqueness. In fact, it must operate the following
way:
- If the third-party/item is not specified in the file, then the value of the import setup
is recovered (where values can be forced.)
- The third-party/item is specified neither in the file, nor in the import setup, the
$$_FORCE... option recovers the value of the company settings.
Field
Description
This setting is used for item imports.
If it is ticked:
- The update of the following fields triggers the update of the generic item and of
all the dimensions. GA_QUALIFPOIDS, GA_FOURNPRINC, GA_DOMAINE,
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Automated exchange of information
List of serialized modules.
Company Settings - Data Export
Back Office: Administration - Company - Company settings - Commercial management
Is hidden for the "Yourcegid Retail Y2 – On Demand Start" offering.
Export of FTP files
FTP settings resumed for the following export formats: "File export via FTP" is ticked, and no specific FTP settings are entered.
Replenishment documents for ORLIWEB
Sender of EDI messages
EAN code of the EDI message sender in the company settings for data exports. This EAN code is assigned by GENCOD.
Company Settings - Customer Services
Back Office: Administration - Company - Company settings - Commercial management
(Refer to Customer Services.)
General
Copy item information to
dimensions
GA_ETATETIQ, GA_PAYSORIGINE, GA_CONFIE, GA_FAMILLENIV1,
GA_FAMILLENIV2, GA_FAMILLENIV3, Statistics, user-defined fields,
GA_LIBELLE, GA_LIBCOMPL, GA_COMMENTAIRE, GA_NUMEROSERIE
- The update of the following fields triggers the update of the generic item and the
current dimension only. GA_COLLECTION, GA_POIDSNET, GA_POIDSBRUT,
GA_POIDSDOUA, GA_DPR, GA_DPA. In the case of an item with a unique
price: The update of the following fields triggers the update of all the dimensions as
well as the generic item: GA_PVHT, GA_PVTTC, GA_PAHT, and GA_PRHT. If
the price for the dimension provided in the file is set to 0, the price of the generic
item for this dimension will be considered.
- In the case of an item with multiple prices, if the price for the dimension provided
in the file is set to 0, only the price for the generic item will be considered.
If is not ticked:
- The update of the following fields triggers the update of the generic item and the
current dimension only. GA_COLLECTION, GA_POIDSNET,GA_POIDSBRUT,
GA_POIDSDOUA, GA_DPR, and GA_DPA
- In the case of an item with a unique price or multiple prices: If the price for the
dimension provided in the file is set to 0, the price of the generic item for this
dimension will be considered.
- If the price of the dimension is different from 0, only the price of the generic item
will be considered.
Field
Description
No valuation of documents
In this case, no search in the price list table is performed. Prices of the item record
are considered.
No valuation if price list does not
exist
If price list does not exist in the price list table, the document will not be valued.
Extract documents in folder
currency
Documents are exported in the folder currency.
Field
Description
Deposit payment
Select the register operation that enables you to view deposits associated to
customer services while entering a sale. Note that these register operations must be
configured beforehand in the Settings module via Management - Register
operations.
Payment method for deposit
payments
Select the “Deposit paid” payment method. Remember that these payment methods
have to be previously created in Settings - Management - Payment methods.
Defect litigation
Disputes must already be created via the Litigations command.
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Settings for customer service printouts
Customer service voucher number
Inventory movements and Customer services
Standard warranty
Select the warranty mode used when the customer service record will be qualified
as “Under guarantee”. The guarantee types must be previously created via the
Guarantee command (see Configuring Customer Services.)
Notepad is required
When entering a customer repair, the user may use the notepad. Mandatory,
Optional, or Mandatory for warranted customer services. The customer services
notepad enables you to enter repair comments and trace all actions.
Automatic update of event
notepad
The notepad located on the right of the customer service record displays the history,
if this option is checkmarked.
E-mail required to validate the
workshop go-ahead
Sending an e-mail is mandatory for the workshop go-ahead.
Manage quantities in cust. service
records
Checkbox for managing quantity in customer service records. Checking this option
will display the same option in store records, in order to manage quantity in the
store desired. This setting is described in section Managing Quantities.
Identification step of the defects
You can manage the identification step of the defect. This is an earlier step to the
proper steps of the customer service. It is performed via the "Defect identification"
command in the Back Office (Sales module - Customer services) and in the Front
Office (Customers module - Customer services). This setting is described in
Managing Customer Service Qualification.
Management of coefficients by
store and item
This enables a more exhaustive management of purchase/sale coefficients in the
Customer services module. These coefficients are defined from application rules
depending on stores and items. This setting enables you to calculate coefficients in
terms of store or item rules.
- Setting not ticked: enables you to keep actual settings where coefficients are set in
supplier records.
- Setting ticked: adds a new menu to Back Office (Settings module, Customer
services menu) that will enable you to determine rules for purchase/sales
coefficients using rules based on store and item triggers.
Internal workshop management
This option enables the internal workshop concept. Additional steps are available in
Back Office to manage receipt at the internal workshop, valuation of the quotation,
description of the repair, and shipment back from the internal workshop.
Control when returning an item to
the store
If this option is checkmarked, the store that receives the object can specify whether
the repair was done. The following options will then appear in the “Workshop
return” menu: “Repair done” and “Repair not done”.
Management of mass repair
validations
Re-shipping repairs from an internal workshop to stores is done via mass
validations. The “Repair” step will be therefore optional.
In the “Re-shipment” menu accessed in Sales/Internal workshop customer service,
you need to specify whether or not the selected customer service operations were
repaired:
“Some customer repairs are not marked as repaired or not repaired. What do you
want to do?”
- Mark them all as repaired: [Repaired] button
- Mark them all as not repaired: [Not repaired] button
- Cancel processing for controlling them one by one: [Cancel] button
Field
Description
Printing type
Select the format of the printout "Report" or "Receipt".
Template
Select a printing template for the various steps of the Customers services.
Number of copies
Select the number of copies to print for each step.
Print preview
Checkbox option to select to display the layout of the document before it is printed.
Field
Description
Length of customer service
voucher no.
The maximum length for the generated voucher number is 17 characters.
Customer service barcode type
Generated barcode type of the customer service.
Field
Description
Generate and link inventory
movements and customer service
records
Enables you to generate and link inventory movements and customer service
records. Checking this option will display the same option in store records, in order
to manage quantity in the store desired. This setting is described in Managing
Inventory Movements and Customer Services.
Select the document types authorized for customer service warehouses:
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Company Settings - Customer Orders and Reservations
Back Office: Administration - Company - Company settings - Commercial management
(Refer to Quotations and Special Orders.)
Generating special orders from quotations
Company Settings - Scheduled Task
Back Office: Administration - Company - Company settings - Commercial management
(Refer to Scheduled tasks.)
CbrWorkerProcess
Warehouse
- Supplier return type: Supplier returns and Supplier return drafts
- Transfer type: Sent transfer, Transfer request and Transfer draft.
- Inventory I/O type: Special inputs, Special outputs, Special input drafts and
Special output drafts.
Whse managed in a WMS
Select the document types authorized for customer service warehouses, "managed
in a WMS" (Warehouse Management Systems.)
- Supplier return type: Supplier returns and Supplier return drafts.
- Transfer type: Sent transfer, Transfer request and Transfer draft.
- Inventory I/O type: Special inputs, Special outputs, Special input drafts and
Special output drafts.
Field
Description
Automatic update of notepad
Tick this checkbox to keep the history of the notepad used in the Front-Office. This
notepad is located on the right side of the Quotation record.
Deposit payment
Select the register operation for a deposit payment.
Due deposit
Amount percentage of the deposit.
Deposit rounding
Rounding to apply to the calculation of the deposit.
Type of printing, Templates,
Number of copies
Select the printing settings for the various documents.
Print preview
Checkbox option to select to display the layout of the document before it is printed.
Fields
Description
Internal reference prefix
When an order is generated from a quotation, the internal reference includes first
the entered prefix. The reference = Prefix + store code + number of the special
order.
Selection of the delivery store
When a purchase order is generated from a quotation, the recipient store is made
visible.
No visa for special orders
In the case where purchase orders are subject to approval (systematically or with
amount condition), this option enables you to ignore the approval if the purchase
order is based on a special order.
Field
Description
Status file management
Activates the status file management function By default, creation of these files is
not activated.
Backup directory for status files
This defines the backup directory for status files. This directory will be accessed
from the server that handles the tasks, but it will not necessarily be accessed from
the client workstations. Therefore, this field is a text field without control.
Header of the name of the status
files
Defines the header of the status file name. Example: LOGPS.
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Attention! This setting must be defined in order to ensure good performance of the system.
Note! These settings should not be modified.
Company Settings - CRM
Back Office: Administration - Company - Company settings - Commercial management
Loyalty management
(Refer to Loyalty)
Management of business operations and data collections
(Refer to Business Operations and Data Collection.)
Sales conditions
(Refer to Sales Conditions.)
Field
Description
Data to preload
Select the language dictionaries that will be preloaded in memory by the
WorkerProcess.
Field
Description
Access method to MSMQ
Generally OS
Name of the MSMQ machine
Point corresponding to the local machine.
MSMQ request queue
Private$\<FOLDER_ID>_REQUEST
MSMQ response queue
Private$\<FOLDER_ID>_REPLY
Lifecycle
-Time (in minutes): 10
- Number of processed messages: 100
Field
Description
Loyalty management
This setting is ticked automatically if the module is serialized.
Last card counter
Last card number created. This setting applies only to store without a specific
counter.
Last loyalty counter
Last loyalty line number used for loyalty movements.
This setting applies only to store without a specific counter.
Management of loyalty
campaigns
This enables the management of loyalty campaigns.
Special loyalty price lists
A special price list will be applied in the stores for loyal customers. When
customers are loyal, the brand name can decide to grant them a preferential price
list. This preferential price list is subject to the customer's loyalty membership.
Discount reason for special
loyalty price lists
If the previous option is ticked, it becomes possible to select a discount reason. This
reason is assigned to the discount observed between the public price and the price
granted.
Fields
Description
Management of call-back lists
Setting that enables call-back list management (refer to Call-back Lists).
Store managers may want to implement a customized customer management
system with regular phone calls based on predefined criteria. Call-back lists allow
you to group customers according to certain criteria, in order to carry out and track
these phone calls.
Field
Description
Management of business
operations and data collections
This setting is used to enable business operations management and data collections.
Barcodes for business operations
This field enables you to set barcode characteristics used to manage business
operations.
Field
Description
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Company Settings - Gift Lists
Back Office: Administration - Company - Company settings - Commercial management
(Refer to Gift Lists)
Validate the reservation
Management of contributions
Management of price lists
Contribution
Alert on gift certificates for sales
conditions
If the customer has acquired this type of gift certificates, when entering payments in
the Front-Office, the following message displays: "The customer has sales
condition gift certificates. Do you want to use them?” In case of a positive reply,
the list of available sales condition gift certificates displays where the cashier can
select the appropriate gift certificate.
Priority management
Tick this setting to allows prioritization of applicable sales conditions; and then, use
the “Priority” field available in the Benefit Tab of the sales conditions.
Multi-level management
This setting implements a multi-level management in the application of sales
conditions. If this setting is ticked, the “Level” option is proposed in the General
tab of the sales conditions.
Sales conditions are then calculated by level. Sales conditions are selected
according to their eligibility and sorted by level. Each level is studied successively
in an orderly way.
Field
Description
Gift lists
This setting is ticked and grayed out if the P30498 module is serialized.
Field
Description
Retention period for store
reservation (days)
This option defines the number of validity days of reservations, i.e. contributions
not validated yet. This value must be comprised between 0 and 30 days. After this
lead-time, the reservation is not cancelled, but an alert may warn the user that the
validity period is expired.
Authorized overrun (days)
For more flexibility, you can authorize a number of overrun days comprised
between 0 and 30 days.
Field
Description
Pick up the goods
This setting specifies if the items can be taken away by the contributor in any store
of the distribution network, or only in the store where the list was created. By
default, this setting is set to “All stores”.
Attention! The owner of the list can withdraw the items paid by the contributors
only in the store where the list was created.
Field
Description
Price list recalculation - current
store
This pane is used to specify if the item prices must be updated. Option to tick to
recalculate the item price from the price lists applicable to the store for the
contribution to the gift list.
- If the setting is not ticked: the item price list is frozen.
- If the setting is ticked: the item price is recalculated from the price lists applicable
to the store for the contribution to the gift list.
Example: When the gift list is created, the item has a value of EUR 50. When
contributing to the gift list for this item, its price can be EUR 55. This setting,
therefore, updates the price of the item at the date of the contribution.
Recalculation criteria
You can:
- Accept promotional prices of the current store If the updated price is linked to a
promotional price list (sale price), the price will be applied.
- Accept increased prices against prices of the list: The recalculated price is applied
if it is higher than price of the gift list.
Field
Description
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Closure of the list
Company Settings - Omni-Channel
Back Office: Administration - Company - Company settings - Commercial management
Omni-channel management
(Refer to Omni-Channel Management)
This setting is ticked automatically if the module is serialized.
Processing of orders at central level
Processing orders in store
Pick-up point
Company Setting - On Demand Start Exchanges
Back Office: Administration - Company - Company settings - Commercial management
Available only for the "Yourcegid Retail Y2 – On Demand Start" offering.
Default financial item
Is used to define the register operation of type deposit payment used of payments
made on a gift list. We strongly recommend the creation of a register operation
specific to gift lists (please refer to Configure a Register Operation.)
Field
Description
Gift certificates
Define the financial items (gift certificate or gift card such as SVS) that will be
generated after the closure of the gift list.
Percentage
Default value with two decimals applied to the gift list when it is closed.
Field
Description
Processing of orders at central
level
Activate this setting if you want to perform actions at central level.
Preparation management
This setting is optional. It concerns preparations done at central level or in the store.
The preparation is generated from an order, and is used to create the delivery slip
when the preparation slip is processed by the logistics department.
Example: Processing omni-channel orders in a dedicated warehouse.
Invoicing
- Invoicing on order: The store invoices the whole order before it is delivered
- Invoicing when delivery to customer: The invoice is generated at the same time the
delivery slip is generated. Note that if the order is delivered in several parts, there will
be several invoices.
Status of orders to deliver to
customer
This area is used to set the default follow-up statuses.
Shipping fees item
Financial item used to invoice the transportation costs for the shipping.
Prohibit the closing of non
delivered orders
This setting prevents a non delivered order from being closed.
Field
Description
Pick-up orders in store
The store receives goods from the Headquarters to hand them out to the omni-channel
customer.
Omni-channel reservation on
store inventory
Goods are directly reserved on the store's inventory.
Invoice the customer when
validating the reservation
request
Is used to create the payment of a deposit at the reservation itself and not at the
reservation request step.
Shipment of goods
This enables the store to send goods to the Central warehouse, if there is not enough
stock to satisfy a Web customer order. The store transfers goods available in its stock
to the Central warehouse that delivers the customer
Fields
Description
Management of stores as
pick-up points
The store is a pick-up point.
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Imports
Exports
Company Settings - Web Services
Back Office: Administration - Company - Company settings - Commercial management
Web Service Package
Company Settings - Link to .Next Modules
Back Office: Administration - Company - Company settings - Link to .Next modules
HR Optimisation
Field
Description
Data origin
Define the origin of the data to process as well as the processing directory for the
files to import.
Note that in this directory are created the Archive and Reject directories to store the
files processed by the import. The log file of this process is stored in the same
directory.
Input directory
Field
Description
ASCII export
List of different export codes to process, as well as the deposit directory of the files.
Output directory
Field
Description
Documents
Payment method used for the outstanding amount of an order:
- When an order is imported with a partial payment, payments are completed with a
“Balance due” payment of type Omni-channel.
Publishing Omni-channel
inventory
Omni-channel net inventory calculation: Physical +
- The CBR.Retail.Inventories Web Service of Yourcegid Retail is used to publish
available inventory. Presently, only the net inventory, calculated according to a rule
configured in the application, is published. Inventory returned by the Web Service
corresponds to the inventory set in this field.
ORLIWEB Web Service
Warehouse inventory query
When inventory from the central warehouse is managed by ORLIWEB, it is
possible to activate the consumption of the ORLIWEB Web Service for reading the
inventory via the Inventory query Web Service.
Attention! This way of operating works only with Web Services.
Additional settings are requested in order to specify the address of the ORLIWEB
Web Service:
- List of warehouses known by the ORLIWEB application
- Web Service address
- User defined in the ORLIWEB database
- Login to access the Web Service, to be asked from the administrator who installed
the WEBLOGIC SERVER application server that hosts the ORLIWEB Web
Service reading the inventory.
- Password to access the Web Service, linked to the login.
Field
Description
Store staff scheduling
This enables the options for managing the store staff.
Management of forecasted
schedule
This gives you access to the various features of the Schedule module.
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Activity
Export of schedules
Two options are required to export schedules correctly:
Company Setting - Administration
Back Office: Administration - Company - Company settings - Administration
Distribution
Item data and inventory management
Multirange entry
This option enables the multirange entry for the schedule, so that you can enter at
once several ranges on the same screen. This option optimizes the entry of activity
ranges for a same staff member. When you fill in a schedule, one single screen will
be displayed where you will enter at once all the various activity ranges of the staff
member for one day. This option is interesting when your staff members have to
fulfill different types of activities.
Default date for opening schedule
in
When opening the schedule, the pre-filled date in the selection screen of the date
and the store corresponds to the current date + x weeks. This setting allows you to
decide on the default date for querying the schedule, by specifying in the
appropriate field the number of weeks from which the schedule will be opened
automatically.
Field
Description
Clock in/out management
This enables the clock-in/clock-out management (Refer to Timeclock for
Salespeople.)
Automatic clock-out when
closing register
At the register closing step, the operator who closes the register will be
automatically clocked out when the register is effectively closed.
Number of hours beyond which
the staff is automatically clocked
out
Specify the maximum number of hours the operator is authorized to work before he
is clocked out automatically.
Round clock-in hours
Rounds the clock-in hours to the specified number of minutes. Example: arrival at
08:57 A.M. Round up to the nearest 5 minutes. Rounded to 09:00 A.M.
Round clock-out hours
Rounds the clock-out hours to the specified number of minutes. Example: departure
at 5:54 P.M. Round up to the nearest 5 minutes. Rounded to 5:55 P.M.
Field
Description
Justification on gaps is mandatory
This option makes the entry of a justification mandatory if there is any gap between
the theoretical and the actual. Once this option is activated, you have to create
reasons for gaps via the Store staff module, menu Settings, command Justification.
Examples of reasons for gaps: Sick child, replacement, late, etc.
The justification is required while entering the activity in the Back- or the Front
Office via the Store staff module, menu Enter, command Activity reporting and
Global entry of activity, in column Reason for gaps
For further information about staff activity entry, please refer to chapter Activity
Follow-up.
Field
Description
Prohibit the input of a range
overlapping the opening period
and the night period.
If enabled, this option prevents the user from entering a range overlapping the day
period and the night period. This option is useful if you export schedules to the
payroll application. It takes into account daytime and night-time schedules to
determine the payroll results. These working times are defined in the Store record
in tab Store staff.
Excel export path
Access path used when exporting the schedule.
Field
Description
Distribution
This option is not accessible; it specifies product code 030.
Country of folder customization
Option not accessible specifying either FR or nothing (for France) or ES (for
Spain.) It is used to calculate the IBAN code for a bank account.
CBP version
Number of the compliant CBP version.
Yourcegid Retail version
Version number of the application
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Staff management
CRM and clienteling
Procurement and sourcing management
Objectives and budgets
(Refer to Sales Objectives.)
Omni-channel management
(Refer to Omni-Channel Management)
Multicompany
Point-of sale management
Field
Description
Item data management
This field is grayed out if the module is serialized.
Inventory management
This field is grayed out if the module is serialized.
Fields
Description
Special conditions - allocations &
clothing
This field is grayed out if the module is serialized (refer to Allocations and
Clothing.)
Field
Description
CRM
This field is grayed out if the module is serialized.
Mobile clienteling
This field is grayed out if the module is serialized.
Customer Services
This field is grayed out if the module is serialized (refer to Customer Services).
Customer orders and reservations
This field is grayed out if the module is serialized (refer to Customer Reservations /
Customers Orders.)
Loan management
This field is grayed out if the module is serialized (refer to Loan Management.)
Default management model
Select the management method for loans applicable by default and created via the
Back Office (module Settings, menu Stores, command Loan management method.)
Document capture connector
This field is grayed out if the module is serialized (refer to Document reader.)
Field
Description
Management of sub-contracting
This field is grayed out if the module is serialized.
Field
Description
Objectives and budgets
This field is grayed out if the module is serialized.
Session for objectives
Define the default session for objectives.
Rounded daily objectives
Rounding applied by default when calculating daily objectives.
Field
Description
Central Retail Administration
This field is grayed out if the module is serialized.
Trade sales management
This field is grayed out if the module is serialized.
Field
Description
Management of subsidiaries
This option enables the management of subsidiaries (refer to Subsidiary Record.)
Management of subsidiary flows
This option enables the management of counterpart flows between subsidiaries
(refer to Counterpart Flows.)
Field
Description
Pick-up and delivery
This setting is grayed out if the module is serialized (refer to Delivered or Picked up
Goods).
Return notice payment
Select the preferred management method.
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Tools
Multi-environment settings
Customization
This list displays the countries declared in the folder. This information is in read-only mode, and sorted in alphabetical order.
Activating a country
Back Office: Administration - Company - Serialization / Activation of modules
To activate a new country, access the Activation of modules command and go to step 5 (Country packages screen.)
Activating a country package automatically activates the corresponding country in the company settings (section Administration/Location.)
Once the country package enabled, it appears in the count of licenses.
Specifics
Field
Description
Mobile inventory Batch
This field is grayed out if the module is serialized.
Inventory Tracking
This field is grayed out if the module is serialized (refer to Inventory Tracking.)
Mobile POS
This field is grayed out if the module is serialized.
Maximum number of returned
customers/items
When customers or items are searched for, you can specify the number of records
returned to the iPod. There is no limit applied, if the value is 0.
Field
Description
Travel Retail
This field is grayed out if the module is serialized (refer to Airport Sales.)
Tax refund connector
This field is grayed out if the module is serialized.
Register the bank card for tax
refund
Setting to tick if you want to refund tax with the bank card.
Field
Description
RFID integration
This module is serializable and can be enabled via this checkbox. The labels
include a chip and an antenna to reveal in front of a sensor a "Radio Frequency
Identification". This RFID is a unique number that enables a secured and grouped
reading of information.
EFT connector
This field is grayed out if the module is serialized.
Scale connector
This field is grayed out if the module is serialized.
Field
Description
Studio reporting
This field is grayed out if the module is serialized.
Field
Description
Multi-environment settings
This field is grayed out if the module is serialized.
Default directory of the export
files
Specify the location of the export files (refer to Cegid Data Spread.)
Folder import profile
Select the import folder created previously in the import profiles (refer to Cegid
Data Spread.)
Field
Description
File exchange management
This field is grayed out if the module is serialized.
Authentication with external
directory (AD/LDAP)
This field is grayed out if the module is serialized. Is used to limit the options of the
user record.
On Demand environment
This field is grayed out if the module is serialized. Allows you to create, modify,
duplicate, modify logins and domains of the user record in a SAAS On Demand
configuration and with a USER authentication
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This section is visible only to authorized users (Customer service mode.) The settings below are used to activate the specific SVS format:
Event log
The event log can become very quickly extremely big. In this case, it may be advisable to implement an automatic purge.
According to the options defined, a message will prompt the user specified in the company settings to purge the event log when the Back Office is started. This purge can be
refused at the moment, but will be proposed again at the next connection.
Performance
Managing Rounding Methods
Implementing rounding methods in Yourcegid Retail Y2
Setup of rounding methods
Creating a rounding method
Back Office: Settings - Management - Rounding methods
Setting up rounding methods enables you to configure progressive roundings.
Click this button to create a new method. Then, create the roundings for the method by price range, and validate:
Fields
Description
SVS format for sales or stores
Activates the format for sales and stores specific to SVS.
SVS customer code
Customer code allocated to the brand by SVS.
Transfer of files in binary format
Activates the file transfer via FTP in binary format instead of ASCII format.
FTP server name
Name of the SVS FTP server where export files will be copied to.
FTP user name
User name for the connection to the SVS FTP server.
FTP password
User password for the connection to the SVS FTP server.
FTP directory
Name folder on the SVS FTP server where export files will be copied to.
Field
Description
Retention period for event log (in
days)
Number of days you want to keep the event log.
Purge frequency
Select the type of frequency you want to apply: day, month or week.
Date of last run
This field specifies the date of the last purge.
User of the purge
Specify the user authorized to start purging the event log when the purge is
proposed.
Fields
Description
Limit SQL queries
This multi-criteria screen that displays the list of sold items when returning an item
with control, is optimized by the means of this setting that defines the maximum
number of records returned by the query.
Groupings used in item lists
Technical settings used to optimize the processing of item lists. These settings are
automatically populated while updating the version and each time an item is added
to the list. They are used to identify the item list types that have been created in the
application. These settings cannot be changed by the users and are automatically
populated by the software when an item list is created according to the grouping
chosen in the list. Finally, they limit processing and searching operations to the list
types really used by a customer, helping to improve the performance of the
application.
Example: the creation of an item list with a grouping on dimension 1 enables the
company setting “Grouping - dimension 1.”
Fields
Max. amount
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Testing the rounding method
You can check that de configured rounding method works well by clicking the [Rounding test] button. The "Rounding test" window displays; you can then enter the
value to test
Managing access rights
Back Office: Administration - Users and access - Access right management
Use menu Settings (105) - Management - Rounding methods to authorize or not user groups to set up rounding methods.
Typical examples
Results obtained with a test value
The following examples show the results obtained with a test value:
Examples of rounding configurations
Progressive rounding
- €100.50 will be rounded to €101
- €504 will be rounded to €505
Weight
Constant method
Constant
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- €509 will be rounded up to € 510
- €1.504 will be rounded down to €1.500
- €1.506 will be rounded up to €1.510
Rounding with *.99
- €10 will be rounded down to €9.99
- €400 will be rounded down to €399.99
Approval Management
Approval management allows all documents with an amount above or below a predefined range to be subject to validation.
Examples:
- Approval for customer deliveries inferior to €100 (because of too expensive shipping costs);
- Approval from the Purchasing Manager for purchase orders superior to €1,000.
It is also possible to request approval according to the customer risk. This case is described at the end of the topic.
Settings for visas
Enabling approval management for document types
Back Office: Settings - Documents - Documents/Types
Select a document type and go to tab General. To authorize approvals on a document type, tick the "Visa" option and populate the following fields:
- Below: documents with an amount inferior to the amount defined must be approved. If you do not want to manage this lower limit, the amount must be equal to zero.
- Over: documents with an amount superior to the amount defined must be approved. If you do not want to manage this higher limit, the amount must be equal to zero.
If both amounts are equal to zero, all documents are subject to approval if the Visa box is ticked. Checks will be based on amounts expressed in the folder currency, either
inclusive or exclusive of tax.
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Enabling approval management for third-parties
Back Office: Basic data - Suppliers/Customers
These settings are also available in the third-party records, via the [Complementary data] button.
Select the "Exception on document management" and then populate the fields linked to "Visa".
Managing access rights
Back Office: Administration module - Users and access - Access right management
- Menu Purchases (101) - Processing - Approval for documents allows you to authorize or not access to the "Approval for documents" command in the Purchases/Processing
module in Back Office.
- Menu Sales (102) - Generation - Approval for documents allows you to authorize or not access to the "Approval for documents" command in the Purchases/Processing
module in Back Office.
- Menu Inventory (103) - Processing - Approval for documents allows you to authorize or not access to the "Approval for documents" command in the Inventory/Processing
module in Back Office.
- In menu Concepts (26) - Commercial management - Document entry, the "Authorize visa when validating documents" option allows you to authorize or not direct approval
of a document during validation.
Entry of a document subject to approval
Use visa when validating documents
Access: from any document entry feature for which the option has been enabled.
When a document subject to approval is validated, the application prompts the user to approve the document according to the 3 options described in detail hereafter. Once a
document has been approved, the document is reprinted and can be sent automatically.
Approve document now
This option is used to approve the document immediately upon entry when it is validated. Note that the "Authorize visa when validating document" concept must be enabled.
Return to the document
This option allows you to return to the document without validating it. Note that a document that has not been approved cannot be exported by the supplier exchanges module.
Approve document later
Back-Office: Purchases or Inventory - Processing - Approval for documents
Back-Office: Sales - Generation - Approval for documents
Once the document entered, go to the command "Approval for documents” to display the documents awaiting approval.
Select the documents to approve via the space bar and use the [Approve all documents] button, and then confirm the message.
The [Select all] button is used to select all the lines displayed in the multiple criteria screen. Please note: as long as the document is not approved, it will be marked as
“AWAITING VISA.”
Visa and customer risk
Within the control of customer risks, you can require that documents are to be approved, based on their customer risk. This kind of approval requires a specific setup.
Enabling the advanced management of customer risk
Back Office: Administration - Company - Company settings
Go to Commercial management/Customers-Suppliers and tick the options available in section Customer payments: “Trade settlement management” and “Advanced
management of customer risk”
Configuring how customer risk is taken into account
Back Office: Settings - Documents - Documents/Types
Select a document type and go to the Third-party tab. Tick the "Consider customer risk” checkbox; then, according to the customer risk status (orange or red), select
"Document to approve" from the drop-down list. If documents are to be approved, this approval will be done independently from the "Visa" setting available in the General
tab.
Managing access rights
Back Office: Administration module - Users and access - Access right management
In menu Concepts (26) - Commercial management, go to Document entry and enable the "Authorize the creation of a document for "At risk" customers" concept.
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Periodicities
A periodicity or frequency defines a time or date range that can be reused in a number of different functional modules of the application.
Creating a periodicity
Back Office: Settings - General - Periodicities
1. Click the [New] button to create a periodicity.
2. Define a description (35 characters) and a comment (200 characters).
3. Then select the feature that handles this periodicity.
The following scopes of use are available:
- Sales conditions
- Markdown reasons
- Loyalty programs
- Business operations
- Exclusion periods
4. Select the type of periodicity you want to apply: weekly or monthly.
- Weekly: This type of periodicity allows you to define up to 2 time slots for each week's day, based on a range of days in the month.
For example: Wednesday mornings and Saturday afternoons, from the 1st to the 15th of each month:
- Monthly: this type of periodicity allows you to define up to 2 time slots for certain predefined days of the month.
For example: The 13th of each summer month, from 9.00 a.m. to 12.00 p.m. and from 2.00 p.m. to 7.00 p.m.:
5. Click the [Periodicity test] button to make sure a date belongs to a defined periodicity.
The Periodicity test screen then displays, and you can specify the date and time to test.
Please note that a double-click in the time field opens a new window where you can make your time selection.
Code uniqueness of the periodicity
A periodicity can be identified via the code determined by the application. This code is unique.
To see this code, activate the customer service view mode and click the [GUID display] button.
Viewing the event log
Back Office: Administration - Event log - Log query
The modification of periodicities must be carried out with care, as all functionalities using a periodicity can potentially be affected by this change.
For this reason, any modification carried out on a periodicity will be systematically tracked to the event log.
The event log reports the value before and after the change. The following information is logged:
- Modification date
- User
- Store
- Level 1 = Settings
- Level 2 = General
- Level 3 = Periodicities
- Status = “Warning”
- Description = “Modification of [PROCESS NAME]”
- Description of the modified field
- Name of the modified field
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- Old value
- New value
Adding Customized Indexes
Yourcegid Retail Y2 uses an SQL Server or Oracle DBMS that works with indexes, thus enabling quick access to data. To optimize performance, Yourcegid Retail Y2 has
provided a certain number of standard indexes to meet most common needs.
Example for customer file:
Index based on customer code if calling by code
Index based on customer name if searching by name
Some customers may choose to use other information on a frequent basis, such as using an e-mail address to search for a customer, for example. In this case, Yourcegid Retail
Y2 allows you to add an index based on email addresses. This operating mode is applied to all tables. These indexes are stored in the data model and will be preserved if the
tables are reorganized or the version is updated.
Warning!
Adding an index is a specialist operation, as it must be combined with database engine optimization. It is also likely to impact on performance, as it will take longer to write
record entries.
Adding an index
The program "PgiMajVer” that allows you to upgrade versions can be used to add indexes. It is recommended that you are the only user connected to the database when you
perform this operation. As an illustration, we will add the T_PHONETIQUE index to the customer table. This index is required when the Customers - Suppliers tab is
accessed in the company settings. It is useful for checking for duplicates in the customer file.
Procedure for adding the T_PHONETIQUE index
PGIMAJVER: module Companies and folders - menu Additional indexes
1. Click the [New] button and select the TIERS table
2. In the Index 1 field, enter: T_PHONETIQUE.
3. Validate to create the index, then close the application.
If adding a composite index, separate the fields using a comma.
Y2 Network Control - Contents
The objective of this document is to describe how to schedule time measurement tasks for the following purposes:
- To detect slowdowns on the network or database server
- To determine the reasons for these slowdowns
- Time measurement tasks are carried out by the CBRNC program.
This program can be translated. The translations are available in the cegidpgi.dic file, stored in the installation directory of the program.
Once started, the CBRNC program loads all the settings required for it to function correctly. These settings can be reapplied on-the-fly, so that CBRNC immediately takes into
account any changes made to these settings.
- CBRNC measures server and network response times at scheduled intervals. It then saves these results in batches at longer intervals in order to reduce disruption to the
network.
- If there are no measurement tasks to be carried out during the day, CBRNC will close automatically. Otherwise, CBRNC will close automatically after the last scheduled
time slot for the day
Standalone mode
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Integrated mode
Standalone Mode
Appearance
Setup
The settings for the program are specified in the CBRNC.ini file, which is stored in the C:\ProgramData\CEGID\CBRNC directory:
[Connexion]
Application code
Database
Presentation
Language
[Etalon]
Duree etalon (milliseconde)=
Poste=
[Planification]
Date de debut=JJ/MM/AAAA
Date de fin= JJ/MM/AAAA
Heure de debut 1=HH :MM :SS
Heure de fin 1= HH :MM :SS
Heure de debut 2=HH :MM :SS
Heure de fin 2= HH :MM :SS
Frequence d'execution (seconde)=120
Nombre d'executions entre deux enregistrements consecutifs=5
[Resultat]
Proposition par defaut des fichiers CSV Microsoft Excel=1
Tolerance avant alerte=15
Duree de vie d'un resultat (jour)=60
To populate this configuration file easily and correctly, you just have to:
- Create an empty CBRNC.ini file in the appropriate directory.
- Start CBRNC manually; this will largely populate the CBRNC.ini file.
- Open the CBRNC.ini file via the CBRNC menu.
- Adjust manually the values of the settings in the file.
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- Apply this setup via the CBRNC menu.
Starting CBRNC manually
Start CBRNC in the Windows Explorer
Results
All completed measurements are written to CBRNCAAMMJJ.log files, which are stored in the C:\ProgramData\CEGID\CBRNC:
or
Workstation Execution Server Network Total Duration Tolerance Alert
2:48:47 PM 5 0 5 5 20
2:48:32 PM 5 0 5 5 20
2:48:17 PM 5 11 16 5 20 X
2:48:02 PM 5 0 5 5 20
Integrated Mode
Appearance
No results can be viewed from the drop-down menu.
Setup
Back-Office: Administration - Performance - Network control/Settings
The functional settings of the program are defined in this screen:
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How to start CBRNC
- The program can be started manually by clicking on appropriate button in eBOS5.
- The program can be started automatically when connecting to the database in eFOS5.
Results
Back-Office: Administration - Performance - Network control
A maximum of 5 measurement results per save interval can be displayed on the screens:
- Duration analysis, for detecting network slowdowns
- Identifying workstations operating in standalone mode, i.e. workstations that were supposed to send SQL queries but haven't.
Purging Data - Contents
Since the data management function provided in Yourcegid Retail Y2 is very comprehensive, the number of records contained in the database may become quite substantial
over time.
This large amount of data can reduce readability and needlessly clutter up the database resulting in delayed processing times.
To prevent this, a data purge system is provided to allow you to delete data that is no longer needed.
This allows you to purge the following type of data: movements, warehouses, stores, tax refunds, item price lists, items, and inventory.
Warning!
Before any purge, you will need to back up your database.
Purging data (except for items)
Purging movements
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Purging warehouses
Purging stores
Purging tax refunds
Purging item price lists
Purging inventory
List of purges
Purging items
Purging items
Purging Data (Except for Items)
Back Office: Administration - Purge/Archive
Purging movements
A wizard will appear, enabling you to select the relevant warehouses, the purge end date and the nature of the documents to process. An inventory closure is mandatory in
order to recalculate the inventory after movements have been deleted. Once the operation has begun, the summary report can be viewed using the "List of purges" command.
Purging warehouses
The wizard used for purging warehouses allows you to purge any warehouses that have already been closed. You can select the closed warehouse that you want to purge using
the space bar.
Deleted elements
- Warehouse movements
- Warehouse inventory records
- Warehouse price lists
- Warehouse order allocations
- Warehouse inventory counts
Purging stores
The wizard used for purging stores allows you to purge stores that have already been closed. You can select the closed stores that you want to purge using the space bar.
Stock restrictions related to warehouses
It is only possible to delete stores for which warehouses no longer exist.
You therefore need to start by running the warehouse purging wizard for the store warehouses in question.
Deleted elements
- Store documents
- Store price lists
- Store inventory counts
- Store inventory
- Store order allocations
Purging tax refunds
This command enables you to purge tax refund slips.
Warning!
Purging physically deletes the tax refund slips from the database. There is no check carried out on the date of the purged slips.
Purging item price lists
The wizard for purging item price lists allows you to purge tax-exclusive and tax-inclusive price lists. Click the [New] button to create a new purge, and follow the steps
described.
Step 1: Price list selection
The following can be selected:
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- One or more price list codes
- One or more application periods
You can also specify that only the following is to be processed:
- Closed price lists, unclosed price lists, or both
- Price lists that have not been modified since a certain date
By default, all items in question are processed, but it is also possible to specify a selection of items for which the price lists are to be purged. Depending on the status of the
selected item, there are three scenarios:
- If a generic item is selected, the price lists for the generic item and dimensions are deleted.
- If a dimensioned item is selected, only the price lists for the selected dimension are deleted, the price lists for other dimensions and for the generic items are retained.
- If only one item is selected, all of the price lists for that item are deleted.
Regardless of the setting defined, only the price lists associated with an out-of-stock item are processed.
Step 2: Recap
This step only allows you to view all of the selected options from the previous step:
Step 3: Start processing
Validating the process results in the physical deletion of the item price lists corresponding to the setting, as well as the related data (price list types, price list periods and price
list definitions). The data is either deleted immediately, or at a later stage if the process is a scheduled task. Related data will only be deleted if it is not associated with any
other price list. Purged item prices are noted in the event log. They may also be viewed according to many selection criteria, using the Administration module, Purge/Archive
menu.
- Purge/Item price list: welcome screen before clicking on the [New] button.
- Purge/List of purges.
Purging inventory
The wizard used for purging items allows you to purge inventory, as well as inventory closures and inventory snapshots. Click the [New] button to create a new purge, and
follow the steps described.
Step 1: Inventory selection
This step allows you to enter the inventory types and warehouses to be purged. When configuring the process, it is possible to specify additional restriction criteria. These
criteria allow you to select the following:
- Inventory type to be purged: Current inventory/inventory closure/inventory snapshot
- One or more processing dates:
- Current inventory: Inventory is deleted on this date
- Inventory closures and snapshots: the selection allows you to purge all closures and snapshots carried out before a specified date
- Items to be processed
- One or more inventory fields with a value of 0 for current inventory (only elements that meet these quantitative restrictions will be deleted).
- A deadline for inventory changes (only elements that have not been changed since the specified date will be deleted, for the current inventory only).
The inventory change date is initialized with the current date minus 2 years. It is not possible to specify a later date than the current date minus 1 year.
Only items with negative inventory or null inventory can be processed.
Step 2: Recap
This step only allows you to view all of the selected options from the previous step:
Step 3: Start processing
Validating the process results in the physical deletion of the inventory for the items that correspond to the setting. The data is either deleted immediately, or at a later stage if
the process is a scheduled task.
Purge log
Purged inventory is noted in the event log. It can also be viewed according to many selection criteria, via the Administration module, Purge/Archive menu, Purge inventory
command, available on the welcome screen before clicking the [New] button.
Viewing the number of records in the database
During this final step, clicking this button allows you to open a dedicated window and view the total number of records in the database before purging (current inventory
+ inventory closures + inventory snapshots), as well as the number of records that will be deleted during the purging process.
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List of purges
The displayed screen will enable you to view purges on the basis of selection criteria. The Status criterion allows you to view the scheduled purging processes that are either
currently in progress or have already been completed. To see purge details, you need only double-click on a line. A new window will open with the details of the desired
purge.
Purging Items
Required settings
Creating replacement items
Back-Office: Basic data - Items - Items
You need to create a closed replacement item beforehand.
Configuring replacement items in documents
Back-Office: Administration - Company - Company settings
1. Open Commercial management/Items.
2. In the "Replacement item in documents" field, select the replacement item previously created and validate.
You may now proceed with item purging.
Starting the purge wizard
Back-Office: Administration -Purge/Archive - Purge items
Click the [New] button to create a new purge, and follow the steps described.
Step 1: Item selection
The following can be selected:
- An item code, to delete the entered item only
- A collection, to delete all the items in one or more collections
- The first 3 item category levels, to delete all of the items in one or more categories
Multi-selection is also possible using the advanced item selection option, for generic items or dimensioned items
Purging systematically processes the generic item and the dimensions for a dimensioned item.
Step 2: Item movements
The second step allows you to refine the selection, and focus on movements of the selected items. This allows you to purge the following types of data:
- Items that have just been created (only items that have not been used yet are taken into account).
- Items based on their last movement date (only items that have been used on or before this date are processed, in order to ensure that recently used items are not deleted).
- Items based on their creation date (only items that have been created before this date are processed, in order to ensure that newly created items that have not been used yet
are not deleted).
- Items based on their sales division (only items corresponding to the entered sales divisions are processed). In this case, only sales divisions for which the user has been
assigned change rights will be available for selection.
The last movement date and last creation date of the item are initialized with the current date less 1 year.
Step 3: Recap
This step simply allows you to view all of the options selected during the first two steps.
Step 4: Start processing
Validation of this process results in the physical deletion of the items as well as their associated data. The data is either deleted immediately, or at a later stage if the process is
a scheduled task. The codes of the purged items are replaced by the generic item code defined in company settings (replacement items). It is better to create a dedicated item
for this setting rather than using an existing item. It will not be possible to delete this item using the item purge option.
Miscellaneous
Item references
Item references are not changed in documents. A document viewed following an item purge will be the same as they were before purging. However, a detail request for the
purged item will open the record for the replacement item.
Stock restrictions
It is not possible to delete items with a positive physical inventory balance. Likewise, it is not possible to delete items that are included in a current stock-take or in a current
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replenishment proposal.
Purge log
Purged items are noted in the event log. They can also be viewed according to many selection criteria, via the Administration module, Purge/Archive menu, Purge items
command, available on the welcome screen before clicking the [New] button.
Processing
The process is carried out on a table-by-table basis. If the process stops before it is fully completed, its status will change to STP/Stop. Restarting the request via the viewed
record for the corresponding purge number, will trigger the completion of the interrupted process. Only those tables that were not purged during the first process will be
purged at this time.
Deleted data
The following data will be deleted for the purged item:
- Third-party items
- Validated stock-take lines
- Validated replenishment proposal lines
- Order allocations
- Sales rep commissions
- Serial numbers
- Links between documents
- BOM lines
- Serial number lines
- Item transformations
- Packages
- Item exceptions to tax model
- Bills of materials
- Transmitted stock-take lines
- Order lines
- Order requirements
- Order channels
- Order headers
- Inventory
- Price lists
- Item cost price calculations
- Top-selling replenishment items
- Item storage replenishment rules
- Invalid barcodes
- Replenishment aggregate calculations
- Available for allocation
- Transfer proposal lines
- Linked items
- Extrapolated sales lines
- Consigned exceptions by store
- Quantity by assortment routing
- Assortment routing by store
- Lists of items
- Replenishment balancing
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- Transfer proposals
- Order allocations
- Catalogs
- Mask-type/Item links
- Loyalty threshold settings
- Lists to use
Document Types - Contents
The settings for the document types are based on a list of all document types used in the Back-Office and in the Front-Office (purchase order, receipts of goods, sales receipts,
customer credit note, transfer, special input, etc.)
For each document type, the following actions can be performed:
- Specify the behavior of the document (for example is this a purchase document or a sales document?)
- Define options (for example, does the document trigger the update of the weighted average purchase price?)
- Enable features (for example, does the document support serial numbers?)
- Define the layout (which template will be used to print the document?)
- Define exceptions per store.
CEGID provides a standard setup for these document types. This setup is accessible. But we strongly discourage any modification. The management of the access rights limits
the access to this menu to advanced users only. If you want to make changes to the management of your documents, please contact Cegid's helpdesk or your dedicated
consultant.
Any change in the settings of the document types will be logged to the event log.
The present documentation gives you an overview of the various possible configurations. However, only our consultant will ensure a consistent setup and guarantee reliability
and data integrity.
Various tabs allow the configuration of the document types. The availability of all the fields described in this document is subject to the document type concerned.
Configuring document types
General tab
Management tab
Third-party tab
Item tab
Inventory tab
Valuation tab
Preferences tab
Employee tab
Accounting tab
Accounting customization tab
Layout tab
Line info tab
Context tab
Miscellaneous tab
Subcontracting tab
Packing tab
User-defined tables tab
Configuring additional elements
Additional information per store
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Grouping
Exceptions per site
Document Type - General Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Litigation management
Fields
Description
Code/Title
Heading of the document as it will appear in documents and reports. When the
description of a document is included in a menu line, it will not be modified.
Next
This setting specifies the document types authorized for document generation
(except for document types whose flow type is "Transfer"). This field is mandatory
and each document type contains at least its own value.
Example:
Documents for the delivery notice (ALF) are ALF and BLF (supplier receipt) while
those for the customer delivery are BLF and FAC (customer invoice).
Attention!
The document flow type must be identical from one document to another. If the
document increments or decrements the physical inventory, the next documents
must also increment or decrement the physical inventory.
Flow type
The selection list defines with which flow the document type will be integrated.
Examples:
A customer invoice is part of the sales flow.
This field can be modified only in the "Customer Service" view. The main
consequences are as follows:
- Customer risk calculation (VEN)
- Selection of the third-party type (VEN=customer, ACH=supplier)
- Selection of the price list (VEN or ACH)
- Inventory movement type (VEN->inventory output)
- Shortages
- Tax rate (ACH or VEN)
- Trade settlement (VEN)
- Accounting interface - selection of accounts
- Selection of the quantity qualifier
- Management of consigned items
- Reasons for returns
- Transformation of documents (in the same flow only)
- Modification of the purchase price during document data entry
- Minimum margin test
- Packaging
- Third-party referencing
Input list
The input list represents all data entry columns in a document such as the item
reference, item description, price, warehouse and delivery date. This field is
mandatory and defines the list used for this document type. Input lists are
configured in Settings - Documents - Documents - Input lists.
Start and end texts
This field is not supported at present.
Credit note document
This field is not modifiable. It indicates that the document is a credit note, e.g. a
credit on stock. If enabled, this setting reverses the line quantities, and
consequently, the amounts and totals in lines and documents.
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The "Litigation management" module is subject to serialization and is enabled in the company settings in Commercial management - Documents - Litigation management.
See Litigation Management.
Visa
Fields
Description
Litigation management
By default, no document manages litigations. Consequently, this setting must be
ticked for each document type handling litigations.
Litigation management is used to indicate variances in documents (e.g. a price
difference or unplanned item between a delivery notice and a receipt) in order to
monitor and manage these disputes.
If this setting is also enabled for the next document, during document generation,
these disputes will be carried over from the original document to the next
document.
This functionality is supported when documents are used.
If you enable this setting, you must select the additional options described below.
Supported litigation reasons
Used to list litigation reasons for each document type. These reasons for supported
litigations will be available at document creation.
Some reasons resulting from a specific processing or user action cannot be disabled.
These are as follows: "Line litigation", "Forced litigation" and "Awaiting
reconciliation".
The list of reasons is limited based on the settings defined for the document type.
During manual document data entry, litigation reasons are assigned manually by
users.
When data is retrieved, litigation reasons are assigned automatically and the
settings defined for the document type are also taken into account.
Automatic creation
When receiving goods, if the physical quantity received is different from the
quantity announced, litigation management enables the manual entry of litigations.
The "Automatic creation" setting creates litigations automatically in order to
simplify the task of receiving goods.
During document generation, for example, a supplier receipt generated from a
delivery notice, if the automatic creation is:
- Disabled: Litigations must be created manually by users.
- Enabled: The menu used to create litigations is disabled and the litigations are
generated when the document is validated.
The following litigation reasons are supported by the automatic creation: "Shipping
and handling fees", "Non-planned item", "Lower quantity", "Higher quantity",
"Lower net unit price", "Higher net unit price".
Note that the invoice reconciliation feature will systematically create litigations. As
such, you are not required to enable the automatic creation of litigations in the
settings of the documents to generate them.
Litigations on lower quantity if
remainder management
If remainder management is enabled for a document type, this setting enables you
to consider a lower or null quantity as litigation.
Example: If only 6 items are delivered against 10 ordered, this setting allows you to
consider the 4 items as litigation for a lower quantity and not as a remaining
quantity to deliver.
Attention! This option must be selected only if remainder management is enabled
for the document type AND if "Lower quantity" is selected in the list of the
supported litigation reasons.
Fields
Description
Visa
Used to identify documents requiring approval before they can be converted to the
next document type in the flow.
When a document requires approval, the manager must validate or modify the
document so that it can be converted.
Lastly, when a quotation is generated for a special order, a company setting enables
you to ignore the approval.
Visas can be defined for each supplier in the "Exception on document
management” option available in the supplier record.
Below/Over
A visa can be subject to some amount conditions. If the amounts specified in these
fields are equal to zero, no restriction will be applied.
This field can be accessed only for the "DEF" document type (purchase order
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Document Type - Management Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Visa by store if pre-allotment
proposal) if the "Visa" option is selected.
For purchase order proposals with pre-allotment, if this setting is enabled, visas can
be checked store by store.
If a store is not within the limits, the purchase order proposal (DEF) must be
approved.
Fields
Description
Counter
Used to select a counter for the numbering of documents.
This field is used only if counters by store are not used.
This counter loads the "Stub" field in documents (e.g. GFO for sales receipts) and
determines the number of the next document. We recommend the creation of a
counter for each document type. Counters are created in Settings - Documents -
Counters.
Note on received transfers (TRE):
The "Remainder management for transfers" company setting available in
Commercial management - Inventory enables you to manage remainders for
transfers. When you implement this option, a new document counter will be created
and used for "TRE" documents. Received transfers will have a number that is
different from sent transfers and transfer notices.
Counter per store
With the counter by store (CWAS store), the document stub is loaded using the
store code by default. As such, the counter used is the counter by store. We
recommend the creation of a counter for each document type. However, you can
use the same counter for several document types.
Duplication types
This setting specifies the documents that can be created from this type through
duplication.
Closure action
Used to define the action (recording, approval, printing, etc.) that changes the status
of the document from active to non-active ("GP_VIVANT" field). Reminder: An
active document is a document whose processing is being run. It can be modified
and converted.
Example:
An order is closed as soon as it is converted to a delivery notice. If there is a partial
delivery, the initial order is closed, but the remainder of the order is still active.
Non-modifiable document after /
Non-duplicable document after
These settings list the actions that can make a document non-modifiable
(GP_NONMODIFIABLE field), and/or non-duplicable (GP_NONDUPLICABLE
field).
There is no impact on the GP_VIVANT field.
Installment opening window
Used to specify how installments are managed when the document is validated:
- Open automatically: The data entry screen for installments systematically opens
when the document is validated.
- Open on request: The data entry screen for installments opens when users click
the [Installments] button during document data entry.
- No installments: The [Installments] button does not appear in the toolbar.
Document subject to tax
Used to specify whether the document is subject to tax (VAT). If the document is
not subject to tax: Tax exclusive = Tax inclusive
Deposit management
If this setting is enabled, you can click the [Deposit/Payment] button during
document data entry to enter full or partial deposit payment. The amount entered is
carried over to the next generated document.
Managing transfer of remainders
to the original document
In the case of linked documents, the partial validation of a generated document will
enable you to transfer the remainder to the previous document.
Example: Purchase order, delivery notice and supplier delivery.
During supplier delivery, which is performed after a delivery notice, users can
choose to carry the remainder over to the purchase order.
This option is integrated within all channels (purchases, retail sales, wholesale), and
is available only for the following document types: purchase order (CF), transfer
request (DTR), transfer preparation (BTR), and customer order (CC).
When a transfer request (DTR) is entered, the recipient store is always specified
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Document Type - Third-Party Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Document Type - Item Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Prepopulate the recipient store
with the default store of the user.
Sender stores and warehouses are not specified.
Fields
Description
Authorized types of third-parties
Used to define the third-party types that can be used in the document (customers for
sales documents, suppliers for purchase documents).
Do not specify this field for stock or inventory documents.
The third-parties used for stock and inventory documents must be defined in the
company settings in Commercial management - Default Settings.
Single supplier purchase
document
For purchase documents only. Used to specify whether you can have several
suppliers in the same document. This option has no impact on sales or stock
documents.
If the "One supplier per item" company setting is not selected in Commercial
management - Items, this field can no longer be configured in the document type.
You can then enter items from different suppliers in a given purchase document.
Update of third-party upon
validation
This option updates the “Last document date”, “Last document number”, and “Tax
excl. total - last document” columns (available in the customer multi-criteria.) If
this option is ticked for a document type, these three fields will be updated when a
document of that type is created.
Some restrictions:
- This update is not reflected in the “Last document” section (available on the
outstanding balance window of the customer record.)
- Feature enabled in Front Office, Back Office, Document import, and Standalone
mode, for sales documents only.
- Feature not available in document import, even if the option is ticked.
Recover third-party notepad
Used to retrieve and use information entered in the notepad of the customer record
in documents.
Transforming prospect into
customer
This option, visible only if prospects (PRO) are selected in the “Authorized types of
third-parties” field, is used convert a prospect into a customer when validating a
document related to this prospect (e.g. the conversion of a prospect into a customer
when entering a sale.)
Consider in outstanding
Used to take the document into account when calculating the customer's
outstanding balance. The outstanding balance is available in the customer record
via the [Zoom menu] button.
Consider customer risk
This option is used to define whether the sales document should take into account
the settings defined for customer risk management. This enables you to prohibit
document data entry with late-paying customers (red customer risk) or to alert users
(orange customer risk).
Address management
This setting enables you to store the third-party delivery addresses
(PIECEADRESSE table). If the setting is not selected, the address defined in the
third-party record is not retrieved in the document header.
For a sale to deliver, tick this setting to show the address of the third-party on the
sales receipt (FFO type), and check register setting "Save address if sale to deliver".
Delivery/taxation address
This setting is used to manage customers who make purchases, for example, in
Britain and place orders in the US.
British VAT will be applied to the sales receipt. However, for the order, another tax
system will be applied such as the one used at the customer's main residence
location. This option is also available in the "Per store addition" option.
This section will appear depending on the document type. Present in NEGOCE
trade documents (CC/FAC, etc.).
Supplier trigger
Enables the use of a supplier for a document type only if the supplier belongs to a
trigger previously defined in the Back-Office in Settings - General - Supplier
trigger.
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Settings for item description
Select this option if you want to set up the description of the item in order to make it more explicit, or more compliant with your working environment. Next, select additional
options:
In order to adapt operations to each country, you can define an exception by store in the [Additions/Per store addition] button in the "Preferences" tab.
Document Type - Inventory Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Fields
Description
Authorized item types
This list indicates the different types of items that can be entered in a document. For
example, you can authorize the entry of service items in a purchase document.
The possible item types are financial, merchandise, bill of materials and service.
Use of mask-types
The aim of mask-types is to help users enter quantities in dimensions using pre-
referenced allocation profiles. This functionality should be enabled in the company
settings in Commercial management - Items.
For each document type, you can define how quantities are allocated.
- None: The mask-type functionality is not enabled.
- Optional: The mask-type quantities are applied but can be modified.
- Mandatory: The quantities must match the mask-type quantities.
Recover item notepad
Used to retrieve information entered in the item record notepad in documents.
Accept closed items
Items can be defined in item records as closed.
In this case, they can no longer be used in documents, except if this setting is
enabled.
Item managed in stock
This option offers two outcomes:
- Selected: During document data entry, you can use only the items that are
declared as managed in stock in their respective item records.
- Not selected: You can use all items.
Management of linked items
This option is used to enable or disable the management of linked items for each
document type. The management of linked items enables you to propose an item
linked to the current item entered.
Environmental tax is implemented using this functionality.
This field and functionality will be available only if the "Management of linked
items" company setting is selected in Commercial management - Items.
This option is enabled by default for sales documents.
If the linked item is a service (e.g. embroidery on a garment), you must also
authorize service items for the document. See the "Authorized item types" setting in
this tab.
Use item characteristics
"Multiples of"
This setting defines how the document type manages multiple quantities of items:
- None: This functionality is not used.
- Sale: For sales and transfer documents.
- Purchase: For purchase and transfer documents.
This setting refers to the "Purchased in multiples of" and "Sold in multiples of"
fields available in the "Management" tab of the item record.
Fields
Description
Content of the item description
Select one or more items of information that will load the item description. When
duplicating or transforming a document, the description used is the one from the
original document. It is not based on the settings of the new document. In imports,
the description contained in the file is retrieved first, if it is present in the setup and
if it is not null.
Title of dimension type
Specify the heading to display for the dimensions: "Description", "Short
description" or "None".
Dimension description
In the case of dimensioned items, this option is used to display the description of
the dimension in the document type.
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Fields
Description
Inventory to increment or
decrement
These fields specify the inventory flows made by a document. They enable you to
view the impact of using a document type in inventory.
Inventory shortage calculation
Enables the calculation of shortage against the available inventory and physical
inventory. If this option is enabled, a warning message is displayed when you enter
an out-of-stock item.
Deletion of the line if shortage
Used to delete the line if the deliverable quantity is null.
Override shortage
Users can choose whether they want to ignore the shortage during document data
entry. If this option is not selected, the quantity entered is forced to comply with the
available quantity.
Priority depletion
This option is available only for sales documents. It is used to determine the order
in which the warehouses of a store will be depleted, depending on inventory and
document type.
Note that this option is available only if the value of the "Inventory shortage
calculation" field is "Physical" or "Available". See Priority Depletion.
Inventory movement qualifier
The qualifier is used to qualify inventory movements in order to analyze the query
of these movements. The qualifier table is frozen.
Remainder management (for
previous documents)
This setting enables the management of remainders. If this setting is enabled when
the document is generated, the quantities that are not transformed are specified in
the previous document.
Example:
During a partial receipt of goods, if remainder management is enabled for the
receipt, the quantities that remain to be delivered will be specified in the delivery
notice.
Generating only one subsequent
document
This setting concerns delivery notices (ALF) only. It authorizes the generation of
only one document to follow. In the case of remainders, the delivery notice is not
transformed a second time. The subsequently generated document is modified in
this case.
Example: A delivery notice has 10 items. First, only 7 items are received, so a first
receipt of goods is created. In a second time, the 3 missing items are delivered:
- If the setting is enabled, the delivery of the missing items will not generate a
second receipt. The existing receipt will be updated.
- If the setting is disabled, a second receipt will be created.
Deletes lines set to zero when
validating a transformed
document
This setting is used to generate documents only with lines different from zero. This
option is useful because it saves space in the database because the entire original
document will not be stored. It also saves time because the created document is
smaller and easier to recalculate and save. However, when editing the document,
the reference cannot be changed because the new reference will not be linked to the
original document. Note: For an item with dimensions, all dimensions are kept to
enable the correction of these dimensions, if required.
Movement direction
Used to define the direction of the document type as regards inventory (inventory
input, inventory output, or both).
Batch management
(Refer to Batch Management)
This option allows you to define the behavior for entering batch references.
- Proposal: a message proposes the entry of the composition.
- On request: the batch entry feature opens the means of the appropriate button
available on the document entry screen.
- Mandatory: the batch entry feature opens when validating the line.
- No: no batch management in this document.
For document types that have an impact on physical inventory, the batch
management option will be set to “Mandatory”, and cannot be changed.
Note that selecting the batch entry mode, in the document type, results in different
input behaviors.
Document types linked to the Manufacturing module will not be supported in
batches if they impact physical inventory.
- BSA: Subcontracted purchase receipt
- CSA: Purchase subcontracting
- WAP: Expected manufactured quantities
- WBP: Manufacturing requirements
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Document generation
- WCC: Component consumption
- WRC: Consumption break
- WRP: Production receipt
The document batch management is initialized to No, and cannot be accessed.
Serial numbers
This setting is used to enable the management of serial numbers in documents.
- Not managed: Serial numbers are not accepted for this document type. No serial
number will be entered.
- Blind entry: Serial numbers must be entered manually without the display of
available serial numbers for the selected item. This option is available in purchase
documents and sales documents.
- Enter with automatic allocation: Serial numbers can be entered manually or using
automatic allocation options in the following format: “prefix + chronological order
+ suffix.” This option is available only for documents with inventory input, i.e.
document types with Movement direction = Inventory input (in the Inventory tab.)
Note that by default, when updating the database, the option is set to this value for
the following document types: Supplier credit note on inventory, Supplier return,
Supplier receipt, Special inputs, Supplier invoice, Received Transfer.
- Selection from a list: Serial numbers can be entered manually or by selecting
existing serial numbers in the database. This option is available only for documents
that do not handle inventory input, i.e. document types with Movement direction =
Inventory output (in the Inventory tab.)
Referencing serial numbers
This option is available if the company setting “Referencing serial numbers”,
available in Commercial management - Items, is enabled (refer to “Referencing
Items with Serial Numbers”.) The following options are proposed for document
types that whose movement direction is "Inventory input".
- None: The serial number is entered into stock. The serial numbers table is not
loaded by document data entry. The referencing table can remain empty or be
loaded by a data import or manual data entry.
- Automatic referencing: For each item that supports serial numbers entered into
stock, the serial numbers are created in the referencing table.
- Referencing on request: For each item that supports serial numbers entered into
stock, a referencing window will be opened for each serial number so that users can
specify user-defined attributes.
This option is also available in the "Per store addition" option., if the store handles
serial numbers, and according to item exceptions.
Management of cancellation
reasons
This setting is available in "Purchases & Sourcing" environments. It is used to
manage the reasons why a purchase order (CF) is canceled. Benefits:
- Add a cancellation reason that can be used later for statistical analyses.
- Make it possible to close document lines without having to open the document.
- Optimize the closure processing of a document to save time.
These cancellation reasons must first be created in the Back-Office in Settings -
Documents - Movement reasons - Document closure.
The cancellation reason can be disabled, optional or mandatory.
You can also specify it in the "Per store addition" option. Select the default value if
you want to use the value selected in the document type.
Management of movement
reasons
Used to enable the use of movement reasons. The reasons are created in Settings -
Documents - Movement reasons.
Authorize entry of warehouses
not managed on site
For sales receipts only (FFO). It proposes warehouses that are not managed on site
and that are linked to the store. In the Front Office, a warehouse that is not managed
on site will automatically be assigned to the receipt once the "Sale for delivery"
functionality is configured. In the Back Office, warehouses not managed on site
will also be available.
Please note! This setting is visible only for a multiple warehouse folder.
Fields
Description
Pre-allocation of quantities
If this setting is selected and the document is generated manually, quantities are
retrieved from the previous document and entered in lines.
Pre-entry of the total allocated
quantities
If this field is enabled and the document is generated manually, you can specify the
total quantity of the document prior to data entry. The specified quantity and the
total quantities entered will be reconciled. If there is a discrepancy, a blocking
message will be displayed.
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Document Type - Valuation Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Document valuation
Interactive control while entering
barcodes
When barcodes are entered during generation, if the item entered is not present in
the previous document, a beep is heard and a message is displayed.
Example:
In a customer delivery, if an item is not planned in the customer order, a beep is
heard and a message is displayed to warn users that the item does not exist in the
original order.
Blind entry of barcodes
This setting is used when generating a document manually. If the option is enabled,
you must enter the barcode using the barcode entry screen and you cannot view
information from the previous document. However, you can force the previous
mode using access rights management for certain user groups. Therefore, you must
enable the "Override blind entry of barcodes for manual generation" concept
available in Back Office, in Administration - Users and access - Access right
management, Concepts - Commercial management - Document entry..
Recover serial numbers
This setting is used to specify from which document type the serial numbers will be
retrieved when generating a document. If no document type is specified, serial
numbers must be entered again for the generation.
When documents are generated, you can specify and check the serial numbers in
the barcode entry screen. There are two possibilities:
- Sales: Serial numbers are searched for among the serial numbers present in stock.
- Purchases: Serial numbers are searched for among the serial numbers present in
the original document.
Fields
Description
Invoicing type
Used to select the invoicing mode for the document type:
- Invoiced inclusive of tax : Amounts displayed are tax inclusive.
- Invoiced exclusive of tax : Amounts displayed are tax exclusive.
- Customer invoiced: The invoicing mode specified in the customer record is used.
Use price list when calling price
If this setting is selected, the price proposed will be from the applicable price list. If
it is missing, then the price in the "Proposed price" field will be used.
As a general rule, a search is run on prices based on the following priority: price
list, inventory record, item record.
Proposed price
Used to propose different prices for item lines when completing a document.
A search is run on prices based on priority: if the first price returned is null, retrieve
the second price, if not, then the third and so on.
- For the last purchase price (LPP): Catalog LPP, inventory LPP, item LPP
- For the last cost price (LCP): Inventory LCP, item LCP
- For the weighted average purchase price (WAPP): Inventory WAPP, item WAPP
- For the weighted average cost price (WACP): Inventory WACP, item WACP
- For the standard purchase price: Item tax exclusive purchase price
- For the standard cost price: Item tax exclusive cost price
- For the catalog price: Catalog base price, catalog LPP, item LPP
- For the tax exclusive selling price: Item tax exclusive selling price (if the
document is invoiced exclusive of tax), item tax inclusive selling price (if the
document is invoiced inclusive of tax)
- User-def. amount 1: User-defined amount 1 for item
- User-def. amount 2: User-defined amount 2 for item
- User-def. amount 3: User-defined amount 3 for item
If the price returned is null, and if you are not searching for a selling price (tax
inclusive or exclusive):
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- If you search for a LCP or WACP: Item tax exclusive cost price
- Or else: Item tax exclusive purchase price
Note:
For the inventory (INV) document type, you must select one of the following
values: LPP, LCP, WAPP, WACP, tax exclusive purchase price or tax exclusive
cost price. If another value is specified, the LPP will be forced when the valuation
is processed. This value is then associated with the settings defined when the
inventory was validated.
When managing subsidiary flows, the prices proposed by default in the "Valuation
of transfers" fields in the subsidiary record are initialized with the value defined in
the "TEM" document type. When entering a transfer (TEM), the setting defined in
the document type is ignored and the setting defined in the subsidiary record is
used.
Folder cost price
To minimize currency conversions, this option is used to value the cost price in the
currency of the folder. The folder is managed in a single currency specified in the
company settings. The possible values are all in the currency of the folder:
- None (default value): The value in the company setting is used.
- Tax-exclusive cost price from item record
- Inventory LCP in folder currency: If there is a null value in the inventory record,
the cost price of the item record will be used.
- Inventory WACP in folder currency: If there is a null value in the inventory
record, the WACP of the item record will be used.
With these price search priorities, all documents entered or imported will
systematically be valued in the currency of the folder, except if the tax exclusive
cost price in the item record is null.
Recover prices from inventory
record during generation
If this setting is selected and documents are generated manually, the WAPP,
WACP, LPP and LCP (as well as the updated WAPP and WACP) are retrieved
from the inventory record and not from the previous document. If the price does not
exist in the inventory record, the price is searched for in the item record.
In either case, if the price returned is null:
- For the LPP, the LPP of the item record is retrieved, failing which, the LCP in the
item record is retrieved.
- For the LCP, the LCP of the item record is retrieved, failing which, the tax
exclusive cost price in the item record is retrieved.
- For the WAPP, the WAPP of the item record is retrieved, failing which, the tax
exclusive purchase price in the item record is retrieved.
- For the WACP, the WACP of the item record is retrieved, failing which, the tax
exclusive cost price in the item record is retrieved.
Example:
If the setting for supplier invoices (FF) is:
- Not selected: When an FF (supplier invoice) is generated from a CF (purchase
order), the WAPP of the generated invoice line is equal to the WAPP of the order
line.
- Selected: When an FF (supplier invoice) is generated from a CF (purchase order),
the WAPP of the generated invoice line is equal to the WAPP of the inventory
record (if the price exists and is not null).
Note:
This processing is systematically applied when duplicating documents.
Authorize documents valued at 0
If this setting is ticked, it authorizes a document to be entered with a total at 0
(useful to manage free items.)
Firm prices on document
valuation
When a document is transformed (e.g. generation of an order for delivery) the
prices of the order may be identical for the delivery or recalculated during
generation. This setting enables you to keep the price of the original document.
Note:
This setting is selected by default, and is available only for purchase documents and
sales documents, excluding sales receipts and pending sales receipts.
Firm prices on transfer prices
In the same way as for the previous option, this setting is used to keep the transfer
prices of the original document when a document is transformed.
Alert on lines valued at 0
Used to alert users when a line has prices with null values. This alert is not
blocking. This alert also appears when a handheld inventory terminal is
downloaded when using barcodes.
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Valuation of inventory records
Authorize negative
quantities/prices
These settings check negative quantities and prices entered in documents and
dimensions.
Attention!
These options are applied when a document is created or modified.
These options are also checked when documents are imported. If one entry is not
compliant with the option selected (e.g. negative price even though the option is not
selected), the corresponding document will not be integrated.
Controls are also added to ensure consistency with information on the unit price and
quantity.
- If UP and quantity > 0: the line amount is positive.
- If UP and quantity < 0: the line amount is positive.
- If UP or quantity < 0: the line amount is negative.
In the event of a data entry error, the line amount is automatically corrected to
avoid inconsistency.
Authorize the modification of
quantities
This setting limits the quantity of items entered in a document to 1. This is useful
for some documents such as customer orders or reservations.
This setting is selected by default so there is no limit on the quantity.
If the setting is not selected and you enter data in a document, the default value
cannot be modified in the line. Depending on the option, this information is not
modifiable (no data entry) or it is checked when exiting the field to load the only
value possible: 1.
If you can enter a negative value, then this value must be negative.
If a greater number of products must be entered, several lines must be created.
In the barcode entry screen, the items scanned are rounded to the value defined in
the setting: 1 by default.
A quantity different from 1 can be set for both sales and purchases in the item
record in the "Management" tab. In this case, this value must be respected.
Calculation of footer/business
discounts
This is the method for calculating footer and business discounts, which can be by
line (not selected) or by document (selected).
Used to avoid a discrepancy if you want the total discount amounts in the document
to remain fixed. Otherwise, discount amounts may be rounded off in the document
total.
Fields
Description
Price update
This setting specifies which prices in the inventory record will be updated during
document data entry. If there is no inventory record, the update will create one.
Note 1:
If the "Updating the purchase and cost prices in the item record" company setting
found in Commercial management - Items is selected, prices that update the
inventory record will be carried over to the item record.
- This is done systematically for the LPP and LCP.
- This is also the case for the WAPP and WACP for items not managed in stock.
- For the WAPP and WACP for items managed in stock, it depends on the setup
described below in notes 2 and 3.
Note 2:
- If the update of the WAPP in the inventory record is selected, the new WAPP will
automatically be carried over to the item record if the document is entered for the
default warehouse defined in the company settings in "Stores and Warehouses".
- If the update of the WACP in the inventory record is selected, the new WACP will
automatically be carried over to the item record if the warehouse of the document
belongs to the reference store as defined in the company settings in the "Inventory"
tab.
Note 3:
When managing subsidiary flows, the prices proposed by default in the "Update
inventory" field in the subsidiary record are initialized with the value defined in the
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Currency rate
The "Enter rate when validating transfer notices" setting is accessible only for received transfers ("TRE" document type).
It enables the generation of a blocking alert message when validating a transfer notice, if the transfer notice is in a currency different from the currency of the recipient store.
This alert message prompts the user to enter a currency rate so that the inventory can be valued in the store currency. The exchange rate is saved for the document only (no
new rate is created).
Document Type - Preferences Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Specific search priority
For each document type, you can define how items are searched for in the document, e.g. using the barcode, item code or serial number. The search priorities for items must
first be configured in the Back Office in Settings - Items. You can then select one of them in each document type.
- If the setting is selected, the search priorities defined in this tab will be used.
- If the setting is not selected, the search priorities defined in the "Search priority for items" field in Commercial management - Items will be used.
An exception can be managed for a store in the [Additions/Per store addition] button in the "Preferences" tab.
To find out more about item search priorities, see the topic Search Priorities.
Dimension management
Currencies
"TRE" document type. For received transfers, the setting defined in the "TRE"
document type is ignored and the setting of the subsidiary record is used.
Cost groups
Select the cost group you want to associate with the document type. Cost groups
must first be configured in Settings - Management - Cost price - Cost group. See
Cost Price Management.
Fields
Description
Field for item filter
List of choices used to specify the field for filtering item references during document data entry.
Possible choices: User-defined tables 1 to 10, collections 1 to 3, accounting category and price list
category. Authorized values must then be selected in the "Value" field described below.
Value
Field used to enter one or more values for the field defined above.
During document data entry, the list of items will be limited to the items that match the values
specified here.
Fields
Description
Dimension settings
If this setting is enabled, you can configure information lines for each dimension
during document data entry. If the setting is disabled, the button for configuring the
grid is not accessible.
Dimension input behavior
This setting enables you to specify how dimensioned item lines entered in
documents will be displayed:
- Detail of dimensions: The number of lines displayed is identical to the number of
dimensions used.
- Generic item: Only one line per item with the total value entered for each
dimension.
All: the 2 previous options are combined: one totalized line with all lines per
dimension.
If you do not select the "Detail of dimensions" option, you can display or hide
dimensions in documents using the ALT+D keyboard shortcut.
Field
Description
Default quotation type
This list enables you to specify the type of currency rate used. During document
data entry, this rate type is used to find the conversion rate.
Note:
- Rate types must be defined in Settings - Management - Currencies - Rate types.
- The default rate type defined in the company settings is used everywhere except in
documents (e.g. if you display prices from the item record in another currency).
This field is used to define the allocation method of the currency for the document.
- Store currency: The currency of the document will be initialized with the currency
defined in the store record.
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Delivery date - line
Document type - Employee Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Origin of currency
- Third-party currency: The currency of the document will be initialized with the
currency defined in the third-party record.
- Currency of the last entry: The currency of the document will be updated
systematically when the store or third-party changes.
Fields
Description
Origin of delivery date
This setting is used to initialize the delivery date when a document is generated.
Delivery date: The initial delivery date is kept.
Document date: Date initialized with the date of the document being generated.
Please note! If the document date is changed manually, the delivery date will not be
updated.
Initialize line delivery date
During document creation, this setting initializes the line delivery date with the
delivery date of the header.
Note:
Non initialized delivery date = 01/01/1900.
Delivery date - mandatory line
If this setting is selected, the system checks that the line delivery dates were
specified (different from 01/01/1990) during document creation.
Fields
Description
Sales representative type for
document
For each document type, you can define a sales representative type:
Salesperson/Cashier (for documents linked to Front-Office operations), Sales
representative (for wholesale documents), and Storekeeper (for preparing orders).
The sales representative of the document is initialized based on the following
search order:
- To start with, the first sales representative among those available in the third-party
record whose affiliated store matches the store of the current document will be
returned.
- Failing which, if a business area is specified in the third-party record, the first
among the list of sales representatives whose store matches the store of the current
document and whose business area matches the third-party business area will be
returned.
- Failing which, if no business area is specified in the third-party record, the first
among the list of sales representatives whose store matches the store of the current
document will be returned.
Once the sales representative is initialized in the document header, the system will
check the type of the sales representative (sales representative or
salesperson/cashier). If the sales representative is not authorized, a message will
indicate “Error on sales representative code.”
Search filter on sales represent.
List used to filter sales representatives based on the store or business area.
- Store: The value (modifiable) in the multi-criteria screen will be the value of the
document store.
- Business area: The value (modifiable) in the multi-criteria screen will be the value
of the customer in the document.
The default restriction applies to the store criterion in the list of the sales
representatives during document data entry.
Keep salesperson from previous
document
This setting is used to keep the initial salesperson in the final sales document. For
example, the salesperson who created the order is kept in the sales line when the
product is delivered to the customer, even if the salesperson is not present in the
store.
This option is available for document types and the following exceptions by store:
- CDI: Available order
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Document Type - Accounting Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Account posting
Direct accounting
This field is displayed only if the "Deferred accounting" company setting is not selected in Commercial management - Account posting. A document is processed in deferred
accounting if one of the following conditions is met in the order indicated below:
- The "Deferred accounting" company setting is selected.
- The value of the "Type of accounting link" field is "Batch mode".
- Trade settlements are enabled.
- The value of the "Go to accounting" field is not "None".
If this is not the case, the document will be processed in direct accounting. In this case, an accounting transfer is not required. Accounting entries will automatically be
generated in accounting.
- FFO: Receipt
Fields
Description
Accounting link journal
Accounting journal in which business documents are posted.
The journals in the list are open and support multiple currencies.
Account type
Used to specify the account type, "Invoice" (customer or supplier) or "Credit
note" (customer or supplier). This information is essential for understanding and
posting the document correctly.
The account type is used to find the sales account (Customer Invoice/FC or
Customer credit note/AC) or the purchase account (Supplier invoice/FF or Supplier
credit note/AF) for tax exclusive lines, discount lines, business discount lines,
register operation lines, freight lines and expense lines. This setting is ignored for
"FFO" sales receipts (encashment log) because for payment method lines, bank
remittance lines and bank card fees lines, the account type will always be "OD".
Go to accounting
Type of accounting entries that must be generated by the document.
- None: No accounting flow is generated by the document.
- Normal entry: The document generates accounting entries.
- Entries for non-received invoices: Determine the document types taken into
account for the generation of accounting entries for non-received invoices. This is
available only for purchase documents, and/or only if the folder supports inventory
closures (Company settings - Commercial management - Inventory accounting
closure - Management of inventory closures). Documents that will generate entries
for non-received invoices (FNP) are those for which “Go to accounting" is set to
“Entries for non-received invoices.” They may be, for example:
- Non-invoiced deliveries (or partially invoiced)
- Disputed supplier invoices (not sent to accounting)
- Credit note requests
- Supplier invoice notices
- Invoiced receipts with a billing date after the closing date
Type of accounting link
Used to post business documents in real-time.
If the "Batch mode" option is selected, you must run the accounting generation
manually. Only documents whose previous setting value is “normal entry” will be
processed.
Freeze closure
This setting is used for the inventory closure. If this setting is enabled, this prevents
data entry and modification in a document at a date before closure. Documents that
are locked after closing are those for which the option is enabled.
Fields
Description
Analytical behavior - inventory
line
This field is not supported at present.
Type of link - deposit/payment
List identical to the type of accounting link.
Analytical behavior - inventory
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Document Type - Accounting Customization Tab
Back Office and Front Office: Settings - Documents - Documents - Types
This tab is used to customize the generation of descriptions for accounting entries. The description and internal reference of the accounting entry can be configured as follows:
a fixed description followed by one or more fields selected from the list, followed by a second description, followed by one or more fields.
Description of entries
Accounting entry internal reference
Grouping option
This pane is available only for sales receipts (FFO).
Accounting entry dates
footer
This field is not supported at present.
Inventory accounting
This field is not supported at present.
Analytical behavior - line/footer
Used to specify the behavior of analytical data entry during document data entry
(lines and/or footers):
- Open automatically: The window opens systematically when the document is
saved.
- Open on request: The data entry screen for installments opens if users click the
[Analytical Breakdown] button.
Without analytics: Analytical pre-breakdowns are defined at the beginning and
cannot be modified when entering a document.
Fields
Description
Fixed description
This text field is used to define one or two fixed descriptions with a maximum of 17
characters that will be loaded in the description of accounting entries.
Recovered fields
List of multiple choices used to select the fields retrieved. The values defined will
be loaded in the description of accounting entries.
Type of entries supplied
Used to define the lines to which the settings must be applied.
Fields
Description
Fixed description
This text field is used to define one or two fixed descriptions with a maximum of 17
characters that will be loaded in the description of accounting entries.
Recovered fields
List of multiple choices used to select the fields retrieved. The values defined will
be loaded in the internal references of the accounting entries.
Type of entries supplied
Used to define the lines to which the settings must be applied.
Fields
Description
Grouping
These buttons enable you to select the grouping used by the accounting link to load
the sales account:
- None: The transmission is performed for each receipt.
- Day/Month/Week: The receipts are grouped together and sent in a single line.
There is one line for each day, month or week.
Grouping on centralization
auxiliary
This setting enables grouping using a centralization auxiliary.
- If the setting is selected, entries are grouped using the default third-party of the
register.
- If the setting is not selected, the third-party in the document is used.
Fields
Description
Accounting date
Used to define the accounting date, i.e. the document date or the delivery date.
External reference date
Used to define the external reference date, i.e. the document date or the delivery
date.
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Document type - Layout Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Printing options
Comments
List of multiple choices that enables you to insert one or more comments in the first line (header) and/or in the last line (footer). The comments must first be created in
Settings - Documents - Comments.
Print labels
Sending documents
Fields
Description
Template choice at end of
document
This option enables you to select the elements for printing the document type
during document validation or reprinting. If this option is selected, the elements
defined by default in the rest of the "Layout" tab will be used.
Print in third-party language
This setting is used to print the document in the third-party language (customer or
supplier). If the third-party language was not specified or if this setting is disabled,
the user language will be used.
Selection of the printed language
If this setting is enabled, you can select the language of the printed document at the
time of printing.
Immediate printing
If this option is selected, the document is printed automatically as soon as it is
validated.
If this option is not selected, the document is not automatically printed.
If the "Template choice at end of document" option is enabled, you can reset the
document to the default settings.
Print preview
If this setting is enabled, you can preview the document in PDF format. You must
then run the print job from this preview window.
If the setting is disabled, no preview is displayed and the document is printed
immediately.
Number of copies
Used to define the number of copies to print.
The maximum value is 99.
Printing template
This setting proposes the list of standard reports and reports created by the Report
Generator. The specified template will be used to print the document.
Fields
Description
Print labels
If this setting is selected, labels are printed automatically when the document is
validated. If the setting is not selected, you must run the print job manually.
Use template by item
Used to print labels using the template defined in the item record.
If this setting is selected, labels are grouped together automatically based on the
label template specified in the item record and then printed. If a given item has no
label template, the label will be printed using the default template of the document
type.
If the setting is not selected, the label will be printed with the default template of
the document type.
Print preview
This enables the PDF preview of the label sheet.
Label template
You select the print template to be used for labels if the "Printing labels" option is
selected.
Fields
Description
Export type
Buttons for defining the type of export to perform: "None", "Local", "E-mail",
"FTP".
For FTP exports, the name of the FTP server must be specified in the settings of the
export format or in the company settings.
File format
Buttons for defining the format of the file to send: PDF or ASCII.
ASCII export type
Used to define the type of export format. This field is enabled only if the file sent is
in ASCII format.
ASCII export code
Used to define the code of the export format. This field is enabled only if the file
sent is in ASCII format with a customizable export format type.
Complete the file
If this setting is enabled and if the export file already exists in the directory, the file
will be modified.
Used to specify the local directory for sending the file. The file name may include
tags used to identify the file:
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Document type - Line Info Tab
Back Office and Front Office: Settings - Documents - Documents - Types
This is additional information that appears during document data entry.
A maximum of eight additional information lines are available. The number of lines depends on the document type.
For example, you can display the warehouse, available inventory, item statistics, line or document margin, etc.
During document data entry, some information will be displayed only for dimensioned item lines.
Document Type - Context Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Document Type - Miscellaneous Tab
Back Office and Front Office: Settings - Documents - Documents - Types
Internal reference
File location
- <NUMERO_DOC>: The number of the document.
- <ETABLISSEMENT_DOC>: The store of the document.
- <REFINTERNE_DOC>: The internal reference of the document.
- <DATE_DOC>: The date of the document.
Example of a file name:
C:\Invoice<NUMERO_DOC><DATE_DOC>.pdf.
The information from the generated document will replace the tags.
This functionality is not available for the following document types: "INV", "EEX",
"SEX", "FIC".
Fields
Description
Hide this type of document
This option offers two outcomes:
- If the option is selected, this document type will be hidden in the multi-criteria
screen. Only used document types will be displayed.
- If the option is not selected, this document type will be displayed in the multi-
criteria screen.
Transfer to Purchase / Sales
module
In a BO-PCP configuration, this setting is used to list the document types that will
be sent to the sales representatives via TOX files.
Field
Description
Enter internal reference
Used to display, in your documents, a field for entering an internal reference specific to your own
structure.
Check for unique reference
Used to enable the check for reference uniqueness. The three possible values are: "No control",
"Control and message", "Control blocking message". The check for uniqueness is run on the
document type + stub + third-party + reference (excluding deleted documents).
This setting is unchecked by default. It is used to assign automatically an internal reference, if
missing, to documents being created manually or by import. (This field is not accessible for FFO,
FFE, and FFA document types.) As long as this setting is not checked, the following fields are
grayed out and not accessible:
- Length (required): 13 is the default value, allowing the possible use of a barcode for this
reference for scanning. Limited to 40.
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External reference
Follow-up reference
Costs
Miscellaneous
If the available option is ticked, the following alert message “Caution: you are changing the quantity” is displayed if one of the quantities is modified when you duplicate a
Automatic assignment
- Prefix (optional): in the case counters are managed by store, this prefix will be supplemented
with the store code when allocating the number (as for the follow-up reference.)
- Last counter used: in the end, the generated reference will have the following format:
XXXYYYZZZ, with:
- XXX: Prefix set in the document type (optional).
- YYY: Store code if counter by store management; otherwise it will be null.
- ZZZ: Counter supplemented on the left with 0, until the defined length from the
document setting is reached (common to all stores.)
Omni-channel specificity about the internal reference
Only the creation of an omni-channel order can benefit from this automatic assignment of an
internal reference. All the following documents (types PRE/BLC for orders with delivery to the
customer, DTR/TEM/TRV/TRE/CDI for orders with reservation, DDY/RD for orders picked up in
the store, and ANR for return notices) continue to inherit the internal reference of the original
customer order, with the possibility to add “_1”for an ANR document, “_1_1” for the new
exchange order if the ANR is an exchange type.
The specific automatic assignment of the internal reference for an omni-channel order at checkout
(WEBxxxyyy) is retained, with xxx is the store code, and yyy is the order number.
When importing, omni-channel documents following the order must be associated with their
internal reference entered manually and respecting the usual rules of the e-commerce string
(reference of the sales order with possibly _1 or _1_1 etc.), because its entry is mandatory.
Field
Description
Enter external reference
Used to display, in your documents, a field for entering an external reference and a date.
Check for unique external reference
Used to enable the check for reference uniqueness. The three possible values are: "No control",
"Control and message", "Control blocking message". The check for uniqueness is run on the
document type + stub + third-party + reference (excluding deleted documents).
Field
Description
Enter follow-up reference
Used to display, in your documents, a field for entering a follow-up reference.
Additional possible settings:
- Rename the “Follow-up reference” title. You can rename this with a title of your choice.
Therefore, go to Commercial management - Preferences in the company settings and enter the new
wording into the “Follow-up reference title” field.
- Set an Internet link: Go to in the company settings, and enter the Internet link to which you want
to connect into the "Follow-up URL on Internet" field. Users can then simply double-click in the
"Follow-up reference" field in the relevant document.
Check for unique follow-up reference
Used to enable the check for reference uniqueness. The three possible values are: "No control",
"Control and message", "Control blocking message". The check for uniqueness is run on the
document type + stub + third-party + reference (excluding deleted documents).
Automatic assignment
For the following document types: "SEX", "BSX", "BFA", "BRF", "TEM", "BTR", "TRV", and
DTR, you can assign a follow-up reference automatically. You then have to define the length of
the reference, its prefix and the last counter used. Note: For an automatic assignment, the store
code is concatenated to the prefix, if the store handles counters.
Fields
Description
Open expenses at end of data entry
Used to automatically open the window for entering freight and expenses during document
validation.
Freight document consolidation action
If documents are grouped together, for example, if delivery slips (BL) are grouped for an invoice,
freight calculation can be based on the following choices:
- Aggregate: If a given freight type was used for several delivery slips, this freight can be totaled
in a single invoice line.
- Merge: If a given freight was used for several delivery slips, the invoice will show as many
freight lines as delivery slips.
- Reset: Freight is not retrieved from the previous documents. Default freight is saved in the final
document.
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document:
Document Type - Subcontracting Tab
Back Office and Front Office: Settings - Documents - Documents - Types
This tab is visible only if the CAPM functionality is serialized.
Purchase subcontracting
Document Type - Packing Tab
Back Office and Front Office: Settings - Documents - Documents - Types
This tab is available if the "Packing management" company setting is enabled via Commercial management / Logistics. It enables the packing functionality, i.e. the packing of
items in various documents. To find out more, see Packing.
Fields
Description
Associated production order
Setting used to specify that the document drives a production order that manages
the requirement and consumption of components needed to manufacture the part.
Only "CSA" (subcontracting orders) and "BSA" (Subcontracted purchase receipts)
documents should be selected.
Deferred material requirement
Used to condition the calculation of the material requirement of subcontracting
orders or the calculation of material consumption of subcontracted purchase
receipts. These calculations are done when validating the document or at a later
time using multi-criteria recalculation.
- None: Requirements and consumption are calculated systematically when
validating the document.
- On request: Prompted on screen, requirements and consumption can be calculated
when validating the document or at a later time.
- Systematic: No calculation done when validating the document. With this option,
you must systematically use multi-criteria recalculation for the calculation of
consumption or requirements.
Deferred material requirement via
MRP
Used to condition the calculation of the material requirement of documents when
generating subcontracting orders from MRP manufacturing proposals.
- None: Component requirements in subcontracting documents are calculated when
documents are generated from MRP proposals.
- On request: Prompted on screen, component requirements in subcontracting
documents can be calculated when generating the document from the MRP
proposals or at a later time using multi-criteria recalculation.
- Systematic: No calculation done when generating the document from MRP
proposals. With this option, you must systematically use multi-criteria recalculation
to generate the requirements of subcontracting orders.
Immediate printing of
requirements
Option used to print the document automatically after validation.
Fields
Description
Packing management
Specify how you want to manage packing for the document type.
- Optional: Packing management will be performed when required by clicking the
relevant button during document data entry.
- Mandatory: The document cannot be validated until all entered items have been
packed by users.
- None: You cannot manage packing for this document.
Packing mode
Select the packing mode, i.e. how the packing will be carried out during document
data entry.
- Reference: Users can select the items to pack.
- Blind: Items must be scanned in the packing window, they cannot be selected by
reference. However, there is a concept allowing, even in blind entry, the display of
the reference window for the items to be packed. It is called the “Access to the
reference mode concept.
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Printing options
Document Type - User-Defined Tables Tab
Back Office and Front Office: Settings - Documents - Documents - Types
User-defined tables
Select this option if you want to use user-defined tables in your documents. Specify which tables you want to use in this document type. These tables must already exist.
Document Types - Additional Elements
Back Office and Front Office: Settings - Documents - Documents - Types
Fields
Description
Print preview
If this option is selected, the reports described below are displayed in preview mode
on screen.
Printing method for labels,
packing slip and packing list
Is used to specify whether the following 3 types of elements (Labels, Packing slip
and Packing list) should be printed. If so, you can define a printout when validating
the package or the document.
Fields
Description
User-defined table name
Used to select up to three user-defined tables for this document type.
These tables must first be created in the Back-Office in Settings - Documents -
User-defined tables - Documents.
The order in which the tables are displayed must be respected in the following
types. This is because information from the current document is automatically
loaded to the next document when the current document is transformed.
Default value
Used to specify a default value for the user-defined tables. These fields are optional.
If they are not specified, you must specify the value of the user-defined table during
document data entry.
Mandatory
If this setting is selected, you must enter a value for the corresponding user-defined
table during document data entry.
Modifiable
This setting authorizes the modification of user-defined tables for receipt collection
sales (FFO) as long as they have not been booked.
Initialize with third-party values
This option is used to initialize the values of user-defined tables with third-party
values for similar fields.
Example:
If the zip codes table is defined as a user-defined table, the value will be initialized
with the zip code of third-party address.
No entry if everything is specified
Select this option if you do not want to ask for confirmation for user-defined tables
initialized by default.
Propose third-party user-defined
tables
Used to display third-party user-defined tables in addition to document user-defined
tables during document data entry. This way, users can complete or modify the
values of these user-defined tables stored with the document without modifying the
third-party record.
Update third-party user-def.
tables
This setting is linked to the previous option and enables the automatic update of
user-defined tables in the third-party record with the information entered during
document data entry.
Use customer/item trigger
The user-defined tables displayed at bottom of the document may have triggers
depending on the settings defined here.
Customer/Item trigger
If you have enabled the use of a trigger, you must select one here.
Available user fields
You can declare usable user fields by document type or by store addition.
Reminder:
User fields appear in the input/modification screen of the document user-defined
tables. You can view them in the main multi-criteria screens for querying
documents, as well as in cubes and dashboards. They are not available in standalone
mode/
Reminder:
To use user fields, the corresponding company settings must first be enabled in
Commercial management - Preferences. You must then specify restrictions in the
"Additions" tab in the user record.
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The [Additions] button enables the access to additional options: additional information per store, grouping.
Per store addition
The settings for document types are based on standard settings common to all stores. However, this menu allows you to specify for some settings exceptions (peculiarities) for
one or more stores.
Grouping
The grouping defines criteria that allow you to:
- group together documents for generation: generate an invoice from several receipts for example;
- generate several documents from one single document: generate several purchase orders (CF) from a replenishment order.
Example:
From a replenishment order including items from several suppliers, you want to generate as many purchase orders as suppliers referenced in the replenishment order.
- Initial document:
- Replenishment order (FCF):
- Item I1, supplier S1
- Item I2, supplier S2
- Generated documents:
- Purchase order (CF) no. 1 for I1 /S2
- Purchase order (CF) no. 2 for I2 /S2
To get the two purchase orders, the following settings must be implemented for purchase orders.
- Type of grouped document: select "Replenishment order".
- Select the following options:
- In column Table: select Line.
- In column Field: select Countermark supplier.
- In column Condition: select Different.
Exceptions per site
Exceptions per site are used for the PCP (mobile order entry) module in order to initialize document stubs according to sites: PCP site = PCP mobile device with a remote
base.
User fields
Although a large number of user-defined fields are displayed in the Information tab of the item record by default (especially in the case of ORLI presentation,) you may be
required to manage a greater number of user fields. These fields will supplement current user-defined tables. They can be assigned to several places in the application:
customers, suppliers, items, stores, sales representatives and customer services.
User field settings
Company settings
Back Office: Administration - Company - Company settings - Commercial Management
Go to Commercial management - Default settings and check “User fields”.
Access rights
Back Office: Administration - Users and access - Access right management
Open the 105 - Settings menu and enable the “User fields” access right for the desired user groups, and for the menus desired: items, customers, suppliers, stores, store staff,
documents, and customer services.
User fields
Back Office: Settings - menu of your choice (Items, Customers, Suppliers, Stores, Store staff, Customer services) - User fields
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To create a new user field, click the [New] button and populate the following fields:
User records
Back Office: Administration - Users and Access - Users
The Additions tab in user records contains the list of user fields that are authorized for use. Check the “Use of user fields” checkbox for each element (item, customer, etc.),
then select the desired user field.
Using user fields
Entering data in user fields
In following records: Item, Store, Customer, Store staff, and Customer services
If fields have been defined in records that manage user fields, the User fields tab will be displayed. This tab allows you to populate all defined user fields.
User fields can be modified by batch by accessing the batch modification menu via the [User Fields] button.
Use in analyses
A new tab (”User fields”) allows you to enter data in the user fields that are used to carry out the query. This data is available in the following elements:
- Multi-criteria selection functions for items, stores, suppliers, sales representatives, customers and customer service.
- Inventory cubes and dashboards
- Item availability
- Customer dashboard
Use in item records
Back Office: Basic data - Items - Items
Once the settings have been made, note that in the multiple selection criteria of the item list, the User fields tab allows you to enter the values of the user fields. Open an item
record of your choice, select the “User fields” tab and specify all required user fields. You have to know that:
- Only items of type Merchandise are affected by user fields.
- Deleting or modifying a user field will result in all of its corresponding data being deleted or modified also.
- Deleting an item also deletes the data in the user fields.
- User field values for a given entity can be imported too.
Management constraints
- Deleting a user field or modifying a user field type will delete all its data too.
Triggers - Contents
A trigger is a group of conditions which, when they are met, trigger an application action, message, etc. They may impact the following features: Stores, Customers, Items,
Suppliers, Payment methods, Warehouses (available only if Procurement and Sourcing is serialized.) Once configured, these triggers may be used in various Yourcegid Retail
Y2 modules.
Field
Description
Description
Enter the user field name.
Type of entry
Corresponding to the user field data type. Based on the type of entry, additional
options allow you to specify the values allowed:
- Boolean: no options available for this type of field
- String: you can specify the number of characters that can be entered (minimum
and maximum).
- Date: no options available for this type of field
- Selection list: click the [Selection list] button. Click to validate the sub-table
in the new window that opens.
- Numerical: specify the number of digits accepted for the integer element, and the
number of decimal places.
Mandatory entry
Indicates whether you need to input the field or not. If this option is checked, the
required user field will have an asterisk before it when entering data in the record
concerned.
Display rank
When in use, user fields are always displayed based on the ranking specified here.
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Creating triggers
Trigger settings
Scope of use
Trigger type
Test of the settings
Scope of use
How to use triggers according to scope
Store and Item triggers on lists
Use of restriction categories (option step)
Creating lists of stores and/or lists of items
Creating store and/or item triggers
Additional information
Event log
Operating in standalone mode
Access rights
Creating Triggers
Back Office: Settings - General - Triggers
Select the trigger you want to manage: Store, Customer, Item, Supplier, Payment method or Warehouse.
To create the trigger, click the [New] button and populate the fields as described below.
Note on multiple criteria list of store triggers
The query of the multiple criteria list of store triggers is not restricted in relation to the restriction category of the “Store list.” It is restricted only in relation to the “Trigger”
restriction category; therefore, all store triggers are visible here, regardless of the restriction category of the associated store list.
Trigger settings
Scope of use
Then select the feature(s) that may support the trigger.
The concept of scope is used to define the features or the contexts where these triggers are visible and can be used. This issue will be discussed in detail in chapter "How to
Use Triggers".
Trigger type
Then select the trigger type you want to use. The interface will change depending on the selection (trigger for store, customer, item, etc.).
Fields
Description
Description
Enter a description (35 char max) to identify the trigger you are creating. Note that
a trigger can be identified by means of a unique code by the application and not by
the user. This code cannot be seen in the trigger record directly. To view it, you
must switch to the Customer Service view and click on the [GUID display] button.
Restriction categories
Specify a restriction category, if necessary. Just remind: Restriction categories are
created in the Administration module, menu Users and access, command User
restrictions/Restriction categories.
Note that this option is not available for Warehouse and Supplier triggers.
Comments
You can enter text in the Comments field (200 char maximum).
Trigger type
Description
This allows you to make a selection based on the name or description of a field.
"Fields" is selected by default. To see the fields, select the "Show fields" option
available in the lower part of the window.
Example of a basic trigger:
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Test settings
Test trigger
Click this button to display the “Trigger test” window, then select a code to test the validity of the settings. This test checks that your setup corresponds to your needs.
View result
Click this button to display the list of data resulting from the settings configured. List of customers, items, and stores according to the trigger used.
Scope and Examples
Fields
You want the trigger to impact stores including PARIS in their description. You
must specify the following in section "Fields of the table":
Store description Contains Paris
Example of a more elaborate trigger:
The criteria in the “Fields of the table” are divided into two groups of three criteria,
separated by an “And/Or” operator. Within each of these two groups, there is a
system of parentheses used to organize the criteria order to make up the best
possible selection according to these two groups.
Groupings
This allows you to make a selection by grouping, based on user-defined tables
(store, customer, item, etc.) User-defined tables depend on the settings in your
database. The examples below are for information only.
You can define the groupings in the "Selection" pane:
You want the trigger to impact the stores located in the south of France. Enter:
- Grouping = Region
- Values = South of France
- Use the "Exclusion" pane to refine your settings:
You want the trigger to impact the stores located in the south of France, with a
surface area inferior to 50m2. The previous settings will be completed if you add
the following in the "Exclusion" pane.
Grouping = area
Values = Less than 50m2
List (stores and items)
This type of trigger is only available for items and stores. This allows you to define
a trigger for a list of stores or a list of items that has in turn the triggers as scope of
use. The store and item lists are visible and usable by some users only, by means
restriction categories. There is therefore, a scope of use ”Store list” or “Item list” in
the restriction categories. Each Store list or Item list created can be associated with
a restriction category of type “Store list” or “Item list”, and for a user the use of
store or item lists may be restricted to certain categories.
For further information about the use of these triggers of type List, refer to section
Store or Item Triggers on Lists.
Customer birthday
This type of trigger is only available for customers. If Customer birthday checkbox
is checked, you can set a birthday “period” calculated from of the date of birth
shown in the customer record. Three periods are proposed:
- Day: Actual day of customer birth, or a period set concerning that date. For
example, a period running from the day before to 7 days afterwards.
- Month: Birth month For example, if a customer was born on April 12, this period
will cover the entire month of April.
- Calendar week: This is the calendar week for the date of birth. For example, if a
customer was born December 28, and this day falls on a Tuesday in 2010, the
period will cover the week running from Monday, December 20 to Sunday,
December 26, 2010. This concept of week takes into account the first day of the
week as defined in the Windows regional settings
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Back Office: Settings - General - Triggers
This section describes the various scope of use available and describes orders where they are applied in the application.
Gift certificates/Gift cards
Trigger used: store
Usable in Back Office: Sales - Retail sales - Non active payments / Pre-register gift certificates and gift cards
This menu item is used to pre-register gift certificates and gift cards with a trigger set to the stores where these gift certificates or gift cards will be used. Therefore, tick the
"Use in several stores" checkbox option to show the trigger.
Triggers used: store, item
Usable in Back Office: Settings - Management - Register operations - Outstanding balances tab
Store and Item triggers are available in gift certificate and gift card settings (see Outstanding balances tab).
Customer service workshop coefficients
Triggers used: store, item
Usable in Back Office: Settings - Customer services - Application rules for workshop coefficients
This command allows you to enter a store and/or item trigger used to calculate the selling at the valuation step of a quote in a customer service record. This applies if the
“Management of coefficients by store and by item” company setting is enabled, and the store for the customer services is consistent with the trigger.
Sales conditions
Triggers used: item, store, customer
Usable in Back Office: Sales - Sales conditions - Rules
This menu item is used to create the rules of the sales conditions taking into account the following triggers:
- Item and/or Store: to be specified in the Conditions on lines tab.
- Store: to be specified in the Conditions on receipt tab. For example, in a sales transaction, in a receipt that should trigger the condition, the latter will be applied only if the
store of the register belongs to the list of the trigger.
- Customer: to be specified in the Conditions on customers tab. For example, a sales condition may be applied to a customer living in Marseille only.
Invoicing sales and transfers
Triggers used: item, store
Usable in Back Office: Sales - Generation - Invoice sales/transfers - per program
This menu item is used to create invoicing programs taking into account Item and/or Store triggers to be specified in the Characteristics tab.
Standalone mode
Trigger used: customer
Usable in Back Office: Settings - Front Office - Offline customer criteria
In order to use off-line mode only for certain customers, customer triggers are available in the Customer Setting tabs.
Payment methods
Triggers used: item, customer
Usable in Back Office: Settings - Management - Payment methods
Item and Customer triggers can be used to determine payment method settings, to set conditions for the use of the payment method when entering receipts. This is also based
on certain fields in the customer record or in the record of one of the receipt items.
Example:
A specific payment method can be used only for customers who do not reside in France.
Operation
The trigger is defined in the Front Office tab of the payment method record. Once the cashier has entered the payment method, a check is done to ensure that the conditions
for acceptance of this entry have been met. If the customer on the receipt and at least one receipt item meet the required conditions, the payment method can be used for the
purchase. If not, a message will prompt the cashier to choose another payment type.
Checking the conditions
The conditions are checked when entering the receipt, or when modifying the payment in Front-Office. At the final validation of the receipt, the conditions are checked again
for payment methods that can still be modified. Consequently, the application conditions for any payment per bank card validated by a payment terminal are not checked
again. Please notice that the conditions are not checked if the payment method is part of a financing plan.
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Specific access right
“Override conditions of use” allows you to authorize certain users to use a payment method even if the corresponding conditions have not been met.
Per store addition
These triggers are also available in the record containing additional payment method information per store.
Standalone mode
In standalone mode, most of the data in the third-party table and item table is not known. However, the triggers are still verified using the data available.
Markdown reasons
Triggers used: item, store
Usable in Back Office: Settings - Front Office - Markdown reasons
Item and Store triggers can be used when configuring the settings for markdown reasons (Characteristics tab). The list of reasons is then restricted for checkout when you
enter such as discount.
Business operations
Triggers used: customer, store, item
Usable in Back Office: Basic data - Customers - Business operations/Management of business operations
This is used to create business operations based on a customer trigger to be specified in the Characteristics and General tabs.
Trigger used: store
Usable in Back Office: Sales receipts - Enter transaction
At checkout, the cashier can control the business operations of the register store via the [Other actions] button, option Business operations/Control of invitations.
Register peripherals
Triggers used: item, store, payment method
Usable in Back Office: Settings - Front Office - Register - Button [Settings for peripherals]
This command allows you to use an item trigger and/or a payment method trigger for EPTs and register drawers (refer to Configuring Register Peripheral Devices.)
Tip to modify a trigger of type Payment method in the setup record of the EPT or register drawer.
If there is already a trigger in the setup record of the peripheral device and you want to change existing the scope of use, you cannot do this, because the “Scope of use’ field is
grayed out. Just uncheck the “Use the payment method trigger” option to reinitialize the field.
Then click this button to access the list of triggers. A double-click on the trigger opens its record where you can uncheck the “Scope of use”.
Purchase documents
Trigger used: supplier
Impacts in Back-Office Settings - Documents - Documents - Types
This is aimed at limiting the selection of suppliers for certain purchase documents.. This restriction is set by adding a supplier trigger to document types (Third-party tab).
Transfer price
Triggers used: item, store
Usable in Back Office: Settings - Management - Transfer price/Rule
In the calculation rules for transfer prices, you can enter a sore and/or item trigger and define calculation coefficients for one or more document types.
Trigger used: item
Usable in Back Office: Administration - Maintenance - Transfer price/Programs
This command is used to create rules and/or programs for transfer prices, based on an Item trigger as specified in the Characteristics tab.
Replenishment
Trigger used: store
Usable in Back Office: Inventory - Store replenishment - Forecasts on sales
This menu item enables the use of a Store trigger in the calculation of forecasts on sales. Once the process launched, the calculation will be performed only for stores
belonging to the list of the trigger, as detailed in the notepad.
Application rules for price list types
Triggers used: store, item
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Usable in Back Office: Basic data – Stores – Pricing/Application rules for price list types
This is used to create application rules for price lists, based on Store and/or Item triggers as specified in the Characteristics tab.
With respect to the store trigger, this rule being associated with a price list program that in turn is linked to one or more stores, the purchase or selling prices entered for these
price lists will be applied or not according to the store of the document entered.
Loyalty rules
Triggers used: item, customer, store
Usable in Back Office: Sales - Loyalty - Loyalty programs
The following triggers are available to set loyalty rules (V2 only):
- Startup options: store, customer, item
- Acquisition options:
- Welcome: store, customer
- Birthday: store, customer
- Sales line: store, customer, item
- Sales receipt: store, customer
- Benefit options: store, customer
- Card renewal and program change rules: item
Example:
A loyalty rule that is dependent on a trigger for the Paris Champs-Elysées store will be applied for this store only.
User-defined tables - Documents
Triggers used: item, customer
Usable in Back Office: Settings - Documents - Documents - Types
The User-defined tables tab allows you to specify an Item and a Customer trigger for sales documents and internal movement documents. It will set conditions for the use or
non-use of user-defined tables when entering a document. This option is also available for document exceptions by store.
Transfer valuation
Trigger used: store
Usable in Back Office: Settings - Documents - Transfer valuation
This menu item allows you to apply transfer valuation by taking into account a Store trigger. The trigger is specified in the Characteristics tab.
Procurement & Sourcing - management rules
Triggers used: supplier, warehouse
This scope of use is available only if the Procurement & Sourcing module is serialized.
Store and Item Triggers on Lists
You can also create store or item triggers based respectively on a list of store or a list of items, created previously and having the same triggers as scope of use. The store or
item lists are visible and usable by some users only, using restriction categories. There is therefore, a scope of use ”Store list” or “Item list” in the restriction categories. Each
store list or item list created can be associated with a restriction category of type “Store list” or “Item list”; for a user the use of store or item lists may be restricted to certain
categories.
This topic summarizes all the settings required to manage a trigger base on a list.
Use of restriction categories (optional)
Creating a restriction category
Back Office: Administration - Users and access - User restrictions/Restriction categories
The store and item lists are visible and usable by some users only, using restriction categories. There is therefore, a scope of use ”Store list” or “Item list” in the restriction
categories.
Click the [New] button to create a restriction category with a scope “Lists of items” and/or “Lists of stores”
Assigning the restriction category to the user
Back Office: Administration - Users and Access - Users/User record
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Open the user record of your choice; go to the Restrictions tab (section Restriction categories) and specify the restriction category in the “Lists of stores” and /or “Lists of
items” fields.
Creating lists of stores and/or lists of items
Back Office: Basic data - Stores (or Items) - Lists of stores (or Lists of items)
This step allows the creation of store and/or item lists (refer to Lists of Items/Lists of Stores.)
Creating store and/or item triggers
Back Office: Settings - General - Triggers (Store and/or Item)
Creation of triggers of type “Lists of stores” or “List of items” (refer to Creating Triggers.)
Supplementary Trigger Information
Event log
Back Office: Administration - Event log - Log query
Trigger modification must be carried out with care, as all functionalities using a trigger can potentially be affected by this change. For this reason, all changes made to triggers
are automatically tracked in the event log. The log report specifies the value before and after modification. The following information is logged:
- Modification date-
- User
- Store
- Level 1 = Settings
- Level 2 = General
- Level 3 = Triggers
- Status = Warning
- Description = Modification of [PROCESS NAME]
- Description of the modified field
- Name of the modified field
- Old value
- New value
Operating in standalone mode
Store triggers
Only two functionalities are impacted in standalone mode: Sales conditions and Discount types.
Indeed, data exported relating to triggers for standalone mode is the following:
- Store triggers present in sales conditions
- Markdown reasons
- Lists of stores used in these triggers
Customer triggers
Some sales conditions will not be taken into account in standalone mode, depending on the customer trigger concerned. Indeed, if in a sales condition, you specify a customer
trigger for a field not exported to standalone mode (refer to tab “Exported Data” in the customer settings for standalone mode,) such as the date of birth (condition on the
customer’s birthday,) then the sales condition will not be triggered in standalone mode.
Access rights
Back Office: Administration - Users and access - Access right management
Menu 105 - Settings
Access rights relating to this feature are located in menu Settings (105). You may authorize or prohibit the use of the following triggers by your staff in the General menu.
Store, Customer, Item, Supplier, and Warehouse.
Menu 107 - Sales receipts
Access right specific to payment methods: “Override conditions of use” access right in the Sales receipts (107) menu allows you to authorize certain users to use a payment
method even if the corresponding conditions have not been met. Please refer to the chapter on payment methods.
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Menu 110 - Basic Data
Access rights about Item lists and store lists are also required if the trigger type concerns a list.
Dashboards - Contents
Dashboards are tools that perform dynamic statistical analyses for the purpose of allowing you to obtain relevant analyses on activity data. Although the results may differ
according to the data analyzed by each of the Yourcegid commands and applications, all commands and applications are used in similar ways.
List of main dashboards and access rights
Purchase dashboard
Sales dashboard
Discount dashboard
Sales conditions dashboard
Loan dashboard
Customer services dashboard
Gift list dashboard
Inventory dashboard
Dashboards relating to report changes
Customer dashboard
Loan dashboard
Using the dashboard
Selecting the data to be taken into account
Selecting a presentation format
Modifying the statistics presentation format
Dashboard settings
Managing date ranges
Modifying reports
Using Dashboards
Selecting the data to be taken into account
This step consists of specifying a value in some or all of the fields on the different tabs so that only relevant data is taken into account. These search criteria obviously depend
on the command used. For example, they will differ if you use the customer or inventory dashboards.
When you have entered your criteria, click the [Apply criteria] button to display the data.
Please note that if you always use the same search criteria, you can save them in a filter. You can thus avoid entering them every time you wish to perform statistics
calculations. In addition, it is possible to associate a display mode or “presentation” with the selection filter which will load automatically when the filter is selected.
Attention!
To print the dashboard in landscape format, you need to check the corresponding setting before applying the selection.
Selecting a presentation format
All Cegid applications are shipped with a number of"presentations", i.e. display formats that you are free to copy or rename according to your needs. Of course, you can also
create new presentation formats and delete those that are no longer used.
To choose a presentation format, click on the selection triangle at the end of the Presentations field in the toolbar.
Modifying the statistics presentation format
If an existing presentation format is selected, the results displayed on the screen will take into account the selected settings. However, it is still possible to modify the
presentation format directly on the screen. If no presentation formats exist or are not suitable, you can create a new presentation format. After selecting criteria, the initial table
will display several columns available for various operations.
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Displaying columns
To display a column from the statistics table, complete the following steps:
1. Place your cursor in the header of one of the displayed columns.
2. Right-click to open the shortcut menu.
3. Select the Show column command.
4. Select the column(s) to be displayed in the table.
They will be inserted just after the last column in the table.
Moving columns
The order the columns are displayed in can be change by shifting them.
1. Click on the header of the column that you want to move. Hold the mouse left-click button down.
2. Move the mouse to the position where the column is to be placed.
This is made easier with the appearance of two yellow arrows indicating the column separator when you hover the mouse over either of the two columns.
3. When you release the mouse button, the column that you are moving will be placed in front of the column indicated by the yellow arrows.
Modifying column width
1. Place the cursor on the separator line to the right of the header of the column to be modified.
2. Once the cursor takes the shape of a vertical line, left-click and drag until the column reaches the width desired.
Hiding columns
To hide one of the columns displayed in the table, complete the following steps:
1. Place the cursor in the header of the column that you want to hide.
2. Right-click to open the shortcut menu.
3. Select the Hide column command.
The column will be hidden immediately.
Configuring layout
You can also use the command to hide or display a column as well as specify where a column is displayed within the table using the following command: [Set up layout].
- To insert a column in this table, click the title of the column to be added in the available columns list. Then click the [Add] button. The column will be automatically inserted
into the list of the columns selected.
- To remove columns : Click the title of the relevant column, then click the [Remove] button. The title of the deleted column will be immediately added to the Available
columns list.
Performing calculations based on column data
It is possible to perform different calculations based on the values contained in each column. The result is always displayed at the bottom of the relevant column. However, it
is not possible to request a calculation for columns that have been grouped together.
1. Place the cursor in the header of the column the calculation is to be performed for.
2. Right-click to open the shortcut menu.
3. Choose a calculation command from the list displayed:
- Min: Displays the lowest value in the column. If the column contains at least one empty value, nothing will be displayed in the result.
- Max: Displays the highest value in the column.
- Count: Counts the number of values in the column.
- Sum: Adds up the values in the column.
- Average: Calculates the mathematical average of the values in the column.
Result: Displays the result of a formula in the relevant formula-type field.
4. Once you select the command, the result will be calculated and displayed in the table immediately.
If one of the proposed calculations cannot be performed for the type of value contained in the column, the command will be inactive. For example, if all of the values
contained in a column are alphabetical only, the Sum and Average commands will not be active because they relate to numerical values only.
Deleting results displayed at the bottom of a column
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1. Open the shortcut menu by right-clicking on the header of the relevant column.
2. Select the Nothing command.
If you have grouped the data in one of the columns of the table, you can hide the totals temporarily by selecting the Hide command from the shortcut menu.
Sorting data in a column
By default, data in the table is sorted in ascending order based on the values in the first column, however you are free to change this display format. When the data table is
displayed on the screen, left-click on the header of the column corresponding to the field whose data you want to sort.
The triangle displayed to the right of the column title indicates the sorting order:
- a triangle pointing up indicates ascending order (from lowest to highest value).
- a triangle pointing down indicates descending order (from highest to lowest value).
If the values in the column are alphanumerical, the numerical values are sorted first and then the alphabetical values. For data composed of several characters, the first
character is sorted first, then the second and so on.
Grouping data in a column
For greater clarity, it is possible to group the different elements of a column and quickly check the results obtained for one element of a column.
1. Click on the header of the column to be grouped and drag it above the column title row in the header of the table while keeping the mouse button depressed.
2. When two small vertical yellow arrows appear, release the mouse button.
Each time a different element is found, a row is added to the table, with the title of the column followed by the name of the element. This row corresponds to a level.
- On the left of the title at this level, a small button is displayed indicating that the level is closed.
- By clicking on this symbol, the details for the data composing this level becomes visible, and the icon changes to include a sign [-], indicating that the level is open.
3. Complete these steps for all columns to be grouped.
Ungrouping a column
1. In the table header, place the cursor on the title of the grouped column.
2. Right-click to open the shortcut menu, and activate the Ungroup command.
The title of the column is moved down to the row containing the column titles, and all of the data is displayed again.
Showing or hiding data in a grouped column
It may sometimes be useful to group a column while also being able to view the detail of the data that it contains:
1. In the table header, place the cursor on the title of the grouped column.
2. Right-click to open the shortcut menu and activate the Show column command.
In this case, the title of the column is displayed in the table header to indicate that it is a grouped column, and also in the columns title row to allow you view the detail of the
data it contains.
To hide the data in a grouped column again, complete the following steps:
1. In the table header, place the cursor on the title of the grouped column.
2. Right-click to open the shortcut menu and activate the Hide column command.
Opening and closing a level in the table
When a level is open, all of the data composing this subset is displayed in the table. For greater clarity, it may be useful to close the levels so that the data no longer appears
and is included in the results only.
- To close one level only, simply click on the small button with a minus sign that is displayed on the left of the title of the level [-].
- The button symbol will change to a plus sign [+].
- To open this level again, simply click on this button [+].
Once you modify a level in this way, the application views it as a user-specific presentation format, which is indicated by the symbol to the left of the option on the shortcut
menu.
Opening and closing all levels of a column
1. To open or close all of the levels in a particular column, place the cursor in the title of the grouped column in the table header.
2. Right-click to open the shortcut menu and select the Close this level or Open this level command, depending on the required presentation format.
Opening and closing all levels of all grouped columns
1. To open or close all levels of all columns that have been grouped, place the cursor in the title of one of the grouped columns in the table header.
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2. Right-click to open the shortcut menu and select the Close all levels or Open all levels command, depending on the required presentation format.
If all levels are closed, only the levels of the first grouped column will be displayed in the table. To view the different levels of all grouped columns without viewing the data
contained in these columns, activate the Tree structure only command in the shortcut menu.
Impact on table settings
Modifications made to the levels directly using the Close all levels, Open all levels, Tree structure only, and User settings commands in the shortcut menu will have the same
impact on the Miscellaneous tab, accessible via the [Set up layout] button.
Attention!
Modifications made directly to the table are not saved automatically in the current presentation format. If you are working with a user-specific presentation format, you need
to use the Save command in the Presentations menu to save your changes. Otherwise, you will need to make a copy of the presentation format first, make the required
changes, and then save it again.
In addition, if you open or close the different column grouping levels, these changes will only be saved if they are made using this button.
In general, the presentation formats only display part of the fields that make up the records for which you have requested statistics. However, you may display other fields or
hide existing fields using the options in the shortcut menu, which you can display by right-clicking on the header of a column.
Dashboard settings
If you have not selected a presentation format, the dashboard will display the data from all of the fields that make up the record of the element for which statistics have been
requested as soon as your selection criteria are applied.
To obtain more relevant results, you need to select the type of information to be displayed by clicking on the button [Set up layout].
At this stage, different actions can also be carried out in order to format the statistics table. These actions may be done on :
- Column titles: click on the Title tab
- Table data: click on the Data tab
Adding or removing a column
Although it is possible to add or remove columns from the statistics table directly, it is better to use the list settings when creating a new presentation format or when
permanently modifying the data to be displayed [Set up layout]. At this stage, you can insert new columns in which the data is obtained via a calculation formula.
1. To insert a new column in the table, click the [Set up layout] button. Click on the title of the column to be added, available in the Available columns list.
2. Click the [Add] button.
The column will be automatically added to the Columns selected list.
If you want to move this field to a different position in the table, you need to do this in the table directly by moving the field to the required position.
3. To remove a column, click the [Remove] button.
You will need to check the See fields option to display a field name, rather than its description.
Modifying the format of column titles and/or data
You may change the format of column titles and data to brighten up the table and highlight important elements.
1. Once the data table is displayed on-screen, click the [Set up layout] button.
2. Choose the column that you want to change from the Columns selected list.
3. Select the type of formatting that you want to apply from the various options offered.
Attention!
It is only possible to modify the format of columns that have not been grouped. If the column has been grouped, you need to ungroup it first.
Modifying the font of a column title and/or data
1. The Font field in the Title tab indicates the settings that are applied to the title of a previously selected column.
2. Click on the button to modify the font, style (normal, bold, italic), size in points (8, 9, 10, etc.), effects (strikethrough, underline), and color.
3. To use a color other than those displayed in the font settings window, click on the [Color] button.
4. Click the Data tab to change data display in the previously selected column.
You will then be in a Font field. It operates exactly like the Title tab.
Modifying the alignment of a column title and/or data
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The Framing buttons included on both the Title and Data tabs allow you to change the alignment of the text within the column:
Aligns text to the left border of the column.
Centers text between the left and the right borders of the column.
Aligns text to the right border of the column.
Changing the description of a column title
By default, the full column description is displayed in the table. To change it, simply enter a different value in the Description field on the Title tab.
Changing data format
Depending on the data included in the column, you can change the way data is displayed by entering the required format in the Format field on the Data tab:
Defining calculation formulas
You can also create calculation formulas (up to 3 per cube) :
1. Click one of the Formula fields (1, 2 or 3) in the Available columns list.
This will automatically add the field to the Available fields list.
2. Enter the calculation formula in the Data tab (Formula field, expression field), adhering to the following syntax:
- Use the field code and not the field title.
- Use the following mathematical operators:
+ add
- subtract
/ divide
* multiply
Example:
You want to find out the Euro and Dollar value of the amounts displayed in the cube. The code corresponding to the Amount field is GP_AMOUNT and the Euro/Dollar
exchange rate for today is 0.98. The formula will be as follows: GPE_AMOUNT*0.98
Date format
dd/mm/yy
Displays dates in the format 11/07/2007
dd/mm/yyyy
Displays dates in the format 11/07/2007
dd mmmm yyyy
Displays dates in the format 11 July 2016
Amount format
0
To display a whole number (567)
0.0
To display one decimal place (567.1)
0.00
To display two decimal places (567.12)
#,##0.00
To display thousand separators and two decimal places (3,567.12)
#,##0
To display thousand separators and no decimal places (3,567)
#,##0 ;; ;
Semicolons are used to separate different display formats:
- Positive amounts
- Negative amounts (displayed as positive number if no value entered)
- Null amounts (zero displayed or not)
In these formats, “0” indicates that the character is mandatory; # indicates that the
character is optional.
Code and description formats
If no format is entered, only the identifier code is displayed.
$
To display the description associated with a code
$$
To display the ID code as well as the description
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Changing the background of a title and/or column
To make the statistics table easier to read or to highlight certain results, you can change the appearance of columns (titles and/or columns) by changing the background:
1. In the data table, click the [Set up layout] button.
2. In the Columns selected list, select the column whose background you want to change.
3. Then select the column title or data to be modified by clicking on the corresponding tab.
4. In the Display section, click on one of the following three buttons, depending on the effect desired:
- Opaque background: Click on the selection triangle displayed to the right of the [Opaque background] button to choose the background color of the selected element.
- Insert images: The [Background with image] button opens the Selecting an image window where you can browse for the .bmp, .jpg or, .gif file to be inserted as the
background for the column.
- Transparent background: Simply click on the [Transparent background] button to undo all background formatting (opaque or image-based background).
Freezing columns
1. In the data table, click the [Set up layout] button.
2. Select the column that you want to freeze from the Columns selected list.
3. Click on one the buttons to freeze position of columns to the right or left in the data table.
The frozen column will be automatically moved to the start or end of the table, depending on your selection, regardless of its previous position. In the table, it is clear whether
or not a column is frozen:
- If a column on the left-hand side of the table is frozen, a line in darker bold will be displayed to the right of the column.
- If a column on the right-hand side of the table is frozen, a line in darker bold will be displayed to the left of the column.
Click the [Unfreeze column] if you no longer want it to be frozen.
Changing display format of grouped columns
Using the [Set up layout] button, you can change the display of calculations and columns grouped in the statistics table.
Attention!
When modifications are made on the Settings window, it is the presentation format that is applied to the statistics table that will be modified. To save these modifications, you
need to save this presentation format first before exiting the relevant window.
In order for grouped columns to still display in detail in the table, check the Display the grouped columns box.
You can change the way calculations are displayed in the calculation panel section. Check one of the available radio buttons to specify the way calculation lines are to be
displayed:
- Never: calculations never displayed in the table
- Always: calculations always displayed in the table
- Groups only: only the calculations for grouped columns are displayed
The After field enables you to change the default display for the various grouping levels done in the statistics table. Check one of the following buttons :
- Close all levels: all levels of all grouped columns will be closed Only the levels of the first grouped column will be displayed in this case.
- Open all levels: all levels of all grouped columns will be opened
- Tree structure only: All levels of all grouped columns will be displayed in the table, however none of the data contained in these columns is displayed.
- User settings: Select this option if only some of the levels in the statistics table have been opened or closed directly, and you want to retain this selection in the display
format that you are currently using.
If the levels are modified directly in the statistics table using the 'Close all levels' , 'Open all levels', 'Tree structure only', or 'User settings' options from the shortcut menu,
these changes will be reflected in the Miscellaneous tab via the [Set display settings] button.
Exporting statistics files
The [Export the list] button allows you to export the statistics table to a file in .txt, .xls, .asc, .wks, .html, .xml, or .sxc format for use at a later stage in other applications.
Attention!
It is not the data that is exported, but rather the statistical results as displayed on the screen.
Example:
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If data has been grouped and all levels are closed, and you then request a calculation for the last level, only the tree structure and the calculation will be exported.
Print Dashboard
To print the dashboard, click the [Print] button.
Attention!
In terms of opening or closing grouped column levels, printing will be done based on the settings defined by the button in the Miscellaneous tab, and not based on the
modifications made in the table directly.
Managing date ranges
Back Office: Administration - Users and access - User groups
For the purpose of restricting resource-intensive processes, it is possible to limit the date ranges for searches in the analyses carried out by user group.
1. Open the desired User group record.
2. Enter the maximum number of days in the Maximum analysis range field.
3. Enter the date to be retained in the Date field retained, when the dates are forced (start date or end date).
Only the dates on the General and Additions tabs can be managed in this way. For the advanced inventory dashboard, the dates on the Document tab can be managed in this
way, however inactive dates are not taken into account.
Modifying reports
Back Office: Settings - Management - Report Modification
This command is used to change report templates concerning dashboards for purchases, customers, internal movements, discounts, inventory and sales.
Cubes - Contents
The decision cube is a powerful tool that allows you to analyze data based on criteria of your choice, and display it in the form of a dynamic pivot table or graph. The purpose
of this topic is:
- to describe the general operational principles of decision cubes in the Yourcegid Retail Y2 application.
- to explain how to create, back up, and display analyses using decision cubes
List of main cubes and access rights
Purchases cube
Sales cube
Payments cube
Gift list cube
Inventory cube
MRP cube
Objectives cube
Customers cube
Using cubes
Defining data selection criteria
Choosing the cube display format
Modifying the cube display mode
Displaying cube results in table format
Managing date ranges
Modifying reports
List of Main Cubes and Access Rights
This topic lists the main cubes available in the application and describes the access rights relating to these cubes.
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Purchases cube
Back Office: Purchases - Analysis - Purchases cube
This cube enables you to obtain data concerning purchases. It is available in two versions : item and/or dimension.
Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Purchases (101) - Analysis -
Purchases cube.
Sales cube
Back Office: Sales - Analysis - Sales cube
This cube allows you to view and organize data relating to sales. It is available in two versions : item and/or dimension.
Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Analysis - Sales cube.
Payments cube
Back Office: Sales - Analysis - Payment cube
This cube allows you to view and organize data relating to payments.
Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Analysis - Payments
cube.
Gift list cube
In Back Office
Back Office: Sales (or Customers) - Gift lists - Analysis
The Criteria and User-defined fields tabs enable you to filter according to desired criteria (see Gift List Cube.)
Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Sales (102) - Analysis - Gift Lists -
Cube.
In Front Office
Front Office: Customers - Gift lists - Analysis
This cube allows you to view and organize data relating to gift lists handled in your stores.
Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Customers (109) - Gift Lists -
Analysis - Cube.
Inventory cube
Back Office: Inventory - Query - Inventory cube
This cube allows you to view and organize data relating to item inventory. It is available in two versions: by item and/or by dimension.
Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Inventory (103) - Query - Inventory
cube.
MRP cube
Back Office: Inventory - Material Requirements Planning - Cube
This cube allows you to view and organize data relating to MRP processes.
Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Inventory (103) - Material
requirements planning - Cube.
Objectives cube
Back Office: Objectives - Objectives - Cube
This cube allows you to view and organize data relating to the Objectives module (see Objectives Cube.)
Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Objectives (216) - Objectives - Cube.
Customer cube
Back Office: Basic data - Customers - Reports
This cube allows you to view and organize data relating to customers (see Customer Analysis).
Access rights for this cube are managed in Administration - Users and access - Access right management, and more specifically in menu Basic data (110) - Customers -
Reports - Cube.
Using Cubes
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Most Yourcegid applications use the decision cube calculation method but the steps performed to obtain these results are similar regardless of the application or selected
command.
Defining data selection criteria
After selecting the necessary command, enter some or all of the fields displayed on the various tabs in order to select the data to be taken into account for the calculation of the
cube. These fields differ from one command/application to another.
Then click the [Apply criteria] button or press the F9 key to make the selection. A new Layout tab will be displayed.
You can display other selection tabs for items, stores or stockrooms in the Criteria tab, “Display/Hide criteria” boxes.
Please note!
If the cube is to be printed in landscape format, you will need to check this box before application of the selection.
Choosing the cube display format
Yourcegid Retail applications are generally shipped with several display options for each of the commands associated with decision cubes.
These display options, accessible via the Layout tab, can be used in their existing format. To modify an existing display option or create a new one, carry out the steps
indicated below. Once you have defined the display option, make sure to save it. As the cube is a summary report tool, it is advisable to limit the number of fields selected.
The creation or modification of a cube display option involves a number of different steps as follows:
Select fields for analysis
At least two fields must be selected to create a cube. The Available fields list, i.e. a description of the fields available for use, is displayed on the left-hand side of the Layout
tab. The [View fields] button enables you to display the name of a field, rather than the description.
1. Select the field desired in the Available fields list.
2. Click on the [Add line] button.
The field will be then added to the Lines / Columns list.
3. Use the [Remove line] button to remove a field from the list.
This will automatically add the field to the Available fields list.
Display analysis criteria by line or column
As you select analysis criteria, the application will automatically determine if the criteria will be displayed on lines or in columns in the decision cube. However, you may
change the display using the buttons to the left of the criteria descriptions:
- Indicates that the criteria will be displayed by column.
- Indicates that the criteria will be displayed by row.
To change the display, hover the cursor on the criteria to be changed, then right-click the mouse and select the Switch option. If the criteria are displayed by column, it will
now be displayed by line, and vice versa.
Select values
These are values corresponding to other fields on the database for which calculation methods can be defined (sum, average, counting, etc.) Then select both the field used as a
value and the calculation method which will be assigned to it.
1. In the Available fields list, click on the first field that you want to use as a value.
2. Click on the [Add value] button.
A sub-menu will be displayed with the available commands.
3. Select an option from among the following :
- Sum: values of the field will be added together.
- Counting: corresponds to the number of elements counted for a given criterion.
- Counting - Different: In this case, the value of an element is counted if it is different.
- Minimum: corresponds to the minimum available value.
- Maximum: corresponds to the maximum available value.
- Average: corresponds to the average of all values.
- User-defined : available for user-defined formulas. The fields used in the formula must be displayed.
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Example:
If the field used as a value does not contain numerical values, the Sum, Minimum, Maximum and Average commands cannot be used.
4. Complete the following steps for all fields to be used as analysis values.
Modify the cube display mode
Move fields to the list of Lines/Columns or Values
The order in which fields are processed can be modified by clicking on these buttons. It is also possible to modify the order after the cube has been calculated and
displayed on the screen.
Modify column width
In the lower left section of the Layout tab, the Define width field enables you to change column width (line/column fields and Value fields), by changing the default number.
These modifications are performed for the whole table, not just for one specific line or column.
Define calculation formulas
The procedure is identical to the one for dashboards. Click here for more information.
Modify alignment of a column title and/or data
First, select the field that you want to modify from either the Lines/Columns list or the Values list.
For an element from the Lines/Columns list, this formatting relates to the title of the rows or columns while, for an element from the Values list, it relates to the title of the
result field.
The formatting of the text in the column can also be modified by clicking on the following buttons:
- Aligns text to the left border of the column.
- Centers text between the left and the right borders of the column.
- Aligns text to the right border of the column.
Modify color of a column title and/or data
After selecting the field to be modified in either the Line / Column list or the Values list, click this button to select the desired color.
For an element from the Lines/Columns list, this formatting relates to the title of the rows or columns while, for an element from the Values list, it relates to the title of the
result field.
Modifying the format of titles and/or data
The Format field contains a list of options that allow you to define the display mode for Date or Amount type values, or for codes and descriptions. The procedure is identical
to the one for dashboards. Click here for more information.
Change the title of line / column
The description of the selected field is displayed by default in the Title field. This description can be modified.
Group Date field values
When a selected field contains a date, it is possible to modify how it is displayed by selecting one of the options displayed in the Group field:
- Calendar day: Data will be grouped according to the day of the week (Monday, Tuesday, Wednesday, etc.)
- Week: Data grouped by week number
- Month: Data grouped by month
- Quarter: Data grouped by quarter
- Half-year: Data grouped by half-year
- Year: Data grouped by year
- Range: Grouping done on the basis of a range of dates. Define and select dates using this button [...].
Save the display format and validate the cube
Once the cube display format has been selected, click on the [Validate] button to calculate and display the results.
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Attention!
If the cube display has been modified, remember to save it.
Display cube results in table format
The results of the previous steps are displayed on the Result tab in the form of a dynamic pivot table. You can change the table layout in several ways:
- Directly in the table, using the mouse.
- Or using the commands displayed in the shortcut menu (by right-clicking the mouse.)
Sort data in lines and columns
The various data calculated in the decision cube is sorted by default in increasing order (a-z, 1-9), but this can be modified.
1. Place the cursor over the header of the relevant line or column.
2. Right-click to open the shortcut menu.
3. Activate the Sorting Order command and check the desired option.
Move rows and/or columns
You can move column data into a line, or line data into a column. It is also possible to invert two columns or two lines :
1. Place the cursor over the heading of the line or column that you want to move.
2. Click and hold down the left button on the mouse.
3. Drag the mouse until the data is at the desired location:
- When two horizontal green arrows are displayed, the lines/columns have been inverted.
- If two vertical arrows are displayed, the moved line or column has been inserted at the location indicated by the arrows.
4. When the mouse button is released, the move is completely instantly.
Hide/Display columns
1. Click the small, yellow button showing a minus sign in the dimension header.
All columns located to the right of this column will disappear.
2. To display them again, click on the plus sign button.
The columns will once again be displayed in the table.
Show/Hide subtotals for a line or column
1. Place the cursor over the header of the relevant line or column.
2. Right-click to open the shortcut menu.
3. Check or uncheck the Subtotal Visible option, as desired.
Show/Hide all subtotals at once
1. Click the [Cube settings] button.
2. Select the See Subtotals or Hide Subtotals command, as desired.
Display description and/or code
When fields are composed of a code and a description, it is possible to display the code, the description, or both:
1. Place the cursor over the header of the relevant line or column.
2. Right-click to open the shortcut menu, and select the Display description command.
3. Select one of the following commands:
- Code: Displays the ID code for the element
- Description: Displays the description for the element
- Code and description: Displays both the ID code and the description for the element.
Modify date grouping
In the dynamic pivot table displayed in the Result tab, it is possible to modify the display mode for date type lines or columns (week, month, quarter, etc.) :
1. Place the cursor over the header of the relevant line or column and right-click to open the shortcut menu.
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2. Activate the Date grouping command.
3. Select the desired grouping type.
The new display mode is visible immediately.
However, to define date ranges for data display, you will have to configure these settings in the Group field displayed in the Layout tab.
Exclude one or more data items from a row and/or column
When a row or column contains a large quantity of data, some of which may not be significant, it is possible to hide one or more data items :
1. Place the cursor over the header of the relevant row or column and right-click to open the shortcut menu.
2. Activate the Target command.
A window will then open, displaying a full list of the various values contained in the row or column, each one preceded by a checkbox.
3. Check all boxes corresponding to the values you want to display.
Those values whose box is not checked will not be displayed:
4. Click the [Validate] button.
If (…) is displayed in a row or column header, this indicates that only part of this row or column’s data is being displayed.
If only one data item is displayed for a row or column in the table, its ID code will appear in the header.
To view all values for a row or column again, simply re-check all boxes via the Target command.
Attention!
If the values for a column are “targeted” and then hidden, totals are recalculated for all values, not only for the targeted values.
Display numerical data in absolute values or percentages
By default, numerical data is displayed in absolute values, but this display can be replaced at any time by selecting a display in percentages:
1. Place the cursor over one of the numerical data items.
2. Right-click to open the shortcut menu.
3. Select one of the proposed options, depending on the desired result:
- Value: Displays data in absolute values.
- Percent: In this case, percentages are calculated for all data. The total displayed in the last cell, in the bottom right of the table is 100.
- Line percent: Calculates percentages for data displayed on lines only. In this case, the total of 100 is displayed at the end of the line.
- Percent for columns: Calculates percentages for data displayed in columns only. The total of 100 is displayed at the end of the column.
A symbol is displayed to the left of the option title selected.
In the decision cube, the % symbol is automatically added to the table values.
To view totals at the end of lines and/or columns, the Visible subtotals option must be checked for lines and/or columns.
Display details for criterion results
The Deploy command, which can be accessed via the shortcut menu, allows you to obtain value details for one or more criteria of your choice, rather than for all criteria
displayed, while still displaying the total for the other criteria.
Example:
Suppose you have the two following criteria:
- an alphabetical criterion containing three values: A, B and C
- another numerical criterion containing two values: 1 and 2
Schematically, the criteria and their values would be displayed as follows:
Alphabetical
Criterion
Numerical Criterion
A
1
2
B
1
2
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If only the alphabetical criterion is deployed on value B, the display will be as follows:
There is no restriction placed on the number of values that can be attributed to a criterion or the number of criteria that can be deployed. However, you must deploy a criterion
if it is the last criterion in a line or column. Unlike the Target command, for which results are calculated based on elements displayed in the decision cube only, the Deploy
command allows you to view details of significant values only, while still displaying the totals for all criteria values.
Save the presentation
Changes made to the dynamic pivot table can be saved in the current display by clicking on the [Save presentation] button.
Truncate values
When a line or column contains a description that is too long, it is possible to truncate it using the [Cube settings] button, Truncate values option. To display the
description again in its entirety, perform the same steps.
Print cube
This button allows you to print the cube in its configured format, using various printing options.
Display cubes in graph format
You can display cubes in graph format at any time. After the cube has been calculated and displayed in the Result tab, click the Graph tab.
The graph is calculated according to the position of the lines and columns in the dynamic pivot table. Thus, the fields displayed in rows on the table correspond to the x-axis
of the graph, and those displayed in columns correspond to the y-axis.
If the location of the rows and columns is modified in the Result tab, the graph will be recalculated in the Graph tab.
Modify graph format
The format and the display of a graph can be modified using the following commands, accessible by double-clicking on the graph. The screen display is made up of two tabs:
Graph and Series
The Graph tab includes the following commands:
Series: Modify the position, format and display of the various data series contained in the graphic.
- General: Modify general settings.
- Axis: Modify the format and display of axes (x and y axes).
- Title: Modify the font, color and position of titles.
- Legend: Modify the position, format and display of the legend.
- Panel: Set the frame border of the graph. It is made up of an interior and exterior border.
- Pagination: Set the graph pagination
- Border: Modify the display of the graph borders (left, bottom and background borders).
- 3D: Set certain effects, such as zoom, rotation, elevation and perspective.
The Series tab allows you to customize the graph type set in the Graphic tab. If several graphs have been inserted into your screen, select the graphic you wish to invert.
- Format: Change the general layout (border, color, etc.)
- Point: Set the point number if the graph data is in this format.
- General: Set the axis and the graphic format.
- Labels: Configures labels
- Source: Select the graph source
C
1
2
Alphabetical
Criterion
Numerical Criterion
Total A
B
1
2
Total C
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Managing date ranges
Back Office: Administration - Users and access - User groups
For the purpose of restricting resource-intensive processes, it is possible to limit the date ranges for searches in the analyses carried out by user group.
1. Open the desired User group record.
2. Enter the maximum number of days in the Maximum analysis range field.
3. Enter the date to be retained in the Date field retained, when the dates are forced (start date or end date).
Modifying reports
Back Office: Settings - Management - Report modification
This command enables you to change print masks concerning cubes for purchases, sales, customers, payments and inventory.
Access rights for this feature are managed in Administration - Users and access - Access right management, and more specifically in menu Settings (105) - Management -
Report modification.
Customer Record - Contents
The customer record forms part of the essential basic data required for a Commercial Management folder. It is not possible to carry out any sale, retail, or trade transaction
without associating it to a customer. The customer record forms the basis for numerous processes and analyses – linking of sales to an identified third party or default
customer, sales statistics per customer, mailing management, commercial actions and price list policy management, implementation of loyalty programs, promotional
activities, business conditions, customer reservations management, quotations and special orders, etc.
The relevancy and effectiveness of these various actions depend closely on the quality and the consistency of information entered into the customer records.
The objective, of course, is to clearly identify customers who have made purchases, the period in which the purchases were made, and the amounts corresponding to these
purchases. With this information, management can engage in targeted actions in order to induce these customers to buy again, which will eventually increase sales figures.
Preliminary settings
Company settings
Defining field settings for customer records
Assigning customer codes
Managing access rights
Customer records in detail
General tab
Additions tab
Conditions tab
Payments tab
Information tab
User fields tab
Toolbar
Actions performed on customer records
Batch modification/Batch deletion
Deactivating/Reactivating customer records
Customer management
Managing customer addresses
Managing customer identifiers
Phonetic search for a customer’s name
Customer Record Settings
Company settings
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Back Office: Administration - Company - Company settings
Commercial management - Customers/Suppliers
Click here to select the settings that will be as default settings.
Open Commercial management/Formatting customer fields.
Click here to format the customer fields. The options available here allow you to standardize the format of customer records. For example, you can specify that the customer
names be automatically displayed in uppercase when entering a record or delete spaces in telephone numbers.
Defining field settings for customer records
Back Office: Settings - Customers - Field settings
This function allows you to determine the fields to be displayed in customer records. Click here for further information.
Assigning customer codes
Assigning a code to a new customer is carried out based on the settings in the store record, and then, by default, according to the company settings as noted below.
Company settings
Back Office: Administration - Company - Company settings
Remember, the default procedure for automatically allocating the customer code must be defined in the company settings. Please refer to the company settings, and more
specifically to the “Customer code assignment” section.
Store record
Back Office: Basic data - Stores - Stores
Open the desired Store record, Contact information tab. The "Automatic assignment of the customer code" option determines the automatic or manual code assignment by
store.
Click this button to open the wizard for counter creation by stores. Step 3 defines the settings for the customer code assignment
Manual assignment of a code to a record is also possible. However, for ease of use, it is advisable to opt for automatic assignment.
Managing access rights
Back Office: Administration - Users and access - Access rights management
Activate the following access rights for the user groups of your choice.
Menu (26)—Concepts - Commercial management/Customers
This menu allows you to authorize the creation and/or modification of customer records by relevant user group. It also allows you to assign a mandatory customer risk status,
access mailing management, and authorize the creation and/or modification of mailings.
Menu (105)—Settings - Customers
This menu allows you to authorize the user groups in question to access the various settings tables (country, language, postal code, user-defined table, etc.) that are used to
populate the records, as well as the Field settings, Classification, and User fields tables.
Menu (106)—Administration - Event log
This menu enables you to authorize personalized customer tracking, including purges.
Menu (109)—Customers
Access in Front Office to customer-related options can be configured in this menu, according to user group. This menu also allows you to manage the access to customer
orders, reservations, as well as to estimates and special orders, even to customer services, if these additional modules have been purchased.
Menu (110)—Basic Data - Customers
This menu allows you to authorize in Back Office, specific user groups to access the actual item records. It also allows you to authorize modification, deletion or closing these
records. It is also used for managing access to customer-related processes and printed reports. Finally, it gives you access to loyalty settings in the event this additional module
is purchased.
Customer Records in Detail
Back Office: Basic data - Customers - Customers
This command allows you to display the list of existing customers, as per the specified sort criteria. The various tabs of the record are detailed hereafter.
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General tab
You can select an Individual-type customer used for retail sales, or a Company-type customer used for Trade sales. The selection will display various information according to
the type indicated. The proposed default customer is defined in the company settings.
Confidentiality
The [Confidentiality] button, available in the Address, Internet and Telephones section defines how the customer authorizes the use of his or her contact information
(postal address or e-mail, and phone.) It displays a window to define whether the customer’s contact information is usable, and by whom (brand name or partner.) Available
options may be configured in company settings (see Customer Confidentiality Management). According to the information specified, one of the following buttons will be
displayed in the customer record:
- the customer has not made known his/her position.
- the customer agrees that information is usable by the brand name.
- the customer agrees that information is usable by the brand name or a partner.
- the customer refuses the use of this information.
Field
Description
Address
You can manage dual last names and dual first names, based on the company
settings defined (refer to Customers-Suppliers.) Three address fields are available.
The zip code and the city can be entered. The city corresponding to the specified
zip code is automatically suggested if it exists in the database. The country and
region can be configured in the Settings/General menu. Entering zip codes can be
made mandatory by checking the "Zip code required" option in country settings.
This button opens a window to confirm that the customer lives at the specified
address, thus confirming the validity of the address by the means of the address
verification.
Identification
Official documents such as passports, identity cards or drivers' licenses can be
entered beforehand in the Settings module/Customers/Official Documents, in order
to be associated to the customer record. In addition to displaying the customer's
nationality and language, this field also simultaneously displays two official
documents associated to a particular type of customer record.
The option in Settings/Customers/Field settings enables you to manage privacy for
this information.
The [Enter official documents] button gives access to entry/modification.
Official documents include valid information which can be automatically retrieved
in Yourcegid Retail Y2, via a document scanner (refer to the 3M Document
Reader.)
Internet/Telephones
The validity of email addresses and phone numbers can be managed via the
traffic-light buttons located to the left of these fields. The color of the light indicates
the validity type: red (not valid), amber (incorrect syntax), and green (valid).
Entering email address is done in 2 fields – the identifier and the domain. Domains
can be either entered directly, or selected from those created in the
Settings/General/Name of the Internet domain menu.
The address is automatically considered incorrect (amber traffic light) if the
identifier consists of less than 3 characters, or if the domain name does not contain
at least one dot followed by a character (e.g. .fr, .com).
Different messages may be displayed in case of a problem (e.g. “Identifier does not
have enough characters” or “The domain name is not correct”.)
When a red light appears next to an e-mail address, a message will appear when
entering a sale. The record will automatically open for correction, indicating that at
least one customer e-mail address is in error.
This button enables you to delete previously selected e-mail addresses.
The phone number check carried out when entering a customer record as well as the
ability to declare certain characters as permitted or invalid can be configured in the
Commercial management/Customer – Suppliers section of the company settings
(see Management of phone numbers field.)
- Send document automatically: Allows you to send documents entered for this
customer systematically via the automatic document exchange feature (see
Exchanges with Suppliers).
- Send receipt per e-mail: Allows you to directly email invoices to customers (see
Emailing Receipts.)
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Additions tab
Conditions tab
The Pricing, Taxes, Discounts, and Shipping conditions sections have a direct impact on the way in which documents are entered (currency, tax system, discount and business
discount percentages granted, etc.).
The Customer category field, which can be configured in Settings - Customers - Customer categories, facilitates entry of a Price list by category in Sales - Pricing - Customer
category price list, provided the “Sales Pricing & Promotions” module has been purchased and activated.
Information contained in the Export section is used for preparing the Trade of Goods Declaration.
Payments tab
Information tab
This tab allows you to completely customize the customer record based on your own specific needs. All of the information contained on this tab is user-defined and fully
customizable. The following fields are available:
- 10 user-defined table fields
Date of birth
This field is made up of 3 separate fields. This allows you to enter the day and the
month only, for example.
Store
- The creation store is automatically specified with the store corresponding to the
user that created the customer (Back Office), or the store corresponding to the
register (Front Office).
- The Affiliation store field allows you to allocate the customer record to the
regularly visited store.
Follow-up
If you no longer want the customer to be used in processes and entries, the Closed
option must be checked. In that case, the customer will not be deleted from the
customer file.
The "Fictitious customer" option is required to create third party files to be used
when inputting inventory documents, transfers and special movements. In fact, you
must assign a third-party that has no real existence to these movements. This is
done in Company settings/Commercial management/Default settings where you
have to select the desired third-party in the following fields: Third-party for transfer
requests, Third-party for transfers, Third-party for inventory discrepancies, Third-
party for special movements.
Sales to occasional customers must also be linked to a fictitious customer in the
settings defined for the register in Front Office.
The [Customer outstanding] button that appears as a traffic-light symbol on the
lower right-hand side of the customer record allows you to access the information
relating to customer risk, used mostly for Company-type customers. The
information necessary for calculating risk can be entered in the Payments tab.
Field
Description
Associated third-party
This section will show, if necessary, the various customer codes for delivery, billing
and payment. It is especially useful for Company type customers (see Managing
Customers Addresses.)
Store staff
This section allows you to specify the sales representatives (trade sales) with
responsibility for this customer, as well as the respective commission percentages.
Main contact
This field refers to the main contact set in contact management, clicking the
[User] button.
Mailing
This section is used to indicate whether the customer will be the recipient of a
future commercial action.
Ask customer
This section allows you to enter a question or piece of information to be
communicated to customers when they come to the register.
Position
This section is provided for information purposes only, and contains the dates on
which the customer record was created, modified, closed, or reopened.
Field
Description
Accounting
The Accounting section is essential for configuring the accounting interface.
Customer identification
If the customer is a Company type, this section will be enriched with additional
information, such as EAN code, legal form, etc.
Financing plans
This section contains the usual payment terms for the customer. Payment conditions
are configured directly in Settings - Management - Financing plans. This
information is especially useful in the context of wholesale sales.
Reminder
This section is not used in Yourcegid Retail Y2.
Credit
Specifies the method for calculating the customer risk. Risk calculations cannot be
done without this information.
Statement
This section is not used in Yourcegid Retail Y2.
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- 3 user-defined amount fields
- 3 user-defined date fields
- 3 text fields
- 3 checkbox options
In order to use the tables, the first step is to specify the field name in the Settings module, menu Customers, command User-defined titles – options
Tables/Amounts/Dates/Texts or Checkboxes. Next, specify the content for the table in Settings - Customers - User-defined tables.
The lower section of this tab is a notepad. Right-clicking the mouse allows you to access basic word processing functions.
Note that in standalone mode, you can populate the user-defined fields in this tab for a customer being created.
User fields tab
This tab is only visible if user fields have been activated in the company settings. This tab allows you to enter the different user fields created for use with customers.
Although a large number of user-defined fields are displayed in the Information tab of the item record by default, you may be required to manage an unlimited number of user
fields. These fields are used in conjunction with user-defined information. All user fields in the customer record will be used systematically.
The management of user fields is dependent on a company setting accessible via Administration - Company - Company settings command, and then Commercial
management/Default settings.
For further information about this feature, please refer to the User fields section.
Toolbar in the Customer Record
Back Office: Basic data - Customers - Customers
The toolbar proposes the following actions:
Customer services
This button accesses customer orders, available orders, customer reservations and estimates generated.
Zoom menu
This button accesses current orders, purchase history, loyalty cards, item lists, price lists, item summary.
Complementary data
This button accesses management of addresses, exceptions, listings, complementary identifiers, loans, vision 360 of information collection and calls.
For further information about some of these topics, refer to the following sections:
- Address verification
- Multiple referencing
- Customer 360
- Call-back lists,
- Business operations and data collection
Contacts
The Contact button allows you to enter customer contact information – family members for an Individual-type customer, or contact persons for a Company-type
customer.
Bank account information document
The [BAID] button allows you to enter the customer’s bank details, especially in the case of Company-type customers.
Memos and photos
The [Memos] button allows you to link photos or memos to the customer record.
Email
The [Send a message] button allows you to switch to the default mailing system.
Actions Performed on Customer Records
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Batch modification
Back Office: Basic data - Customers - Batch modification/Customer records
It allows you to modify or populate a field for a selection of customers. The modification can be validated automatically for all of the selected records, or on a record-by-
record basis for better control.
Sometimes it may be necessary to format the customer’s address information, especially if the format has changed for the whole customer file, or if an old file needs to be
made compliant or even if information is imported. In this case, just use the Address formatting command available in the Database module, Customers menu, and Batch
modification command.
Batch deletion
Back Office: Basic data - Customers - Batch deletion
This command allows you to delete permanently a customer record or a selection of customer records. To do this, the records in question must be closed first. Note that only
customer records that are not associated with a document will be deleted. A certain number of checks are performed (customer balance at zero, etc.) before deletion is
authorized.
It is possible to view a list of these deleted customer records, as well as those records that were rejected during the deletion process along with the reason for rejection.
Deactivating customer records
Back Office: Basic-data - Customers - Deactivate customer
This option enables you to exclude processing and/or entries for a customer or a selection of customers, without permanently deleting the file. You can always view
information concerning deactivated records.
Reactivating customer records
Back Office: Basic data - Customers - Reactivate customer
It allows you to reopen a single closed customer record or a selection of closed customer records that can be used again in processes and entries.
Customer Management
Managing customer addresses
Billing address
When a document is entered (for example when entering a trade sale transaction), the customer’s address is accessible by using the [Additional actions/Additional header
information] button. However, to take into account the billing address when entering this document, this address must have been entered first into the customer’s record using
the [Complementary data/Addresses] button; then the no. of this address must have been linked to the "Customer billed” field in the Addition tab, in the corresponding
“Address no.” field.
Proceed as follows:
1. Click the [Complementary data/Addresses] button in the customer record.
2. Then, click the [New] button to enter the billing address.
3. Tick the Billing address checkbox
The address entered is resumed in the upper part of the screen with an allocation number (in general “1” for a first entry.)
4. Validate and go to the Addition tab of the customer record,
5. Select the customer for the “Customer billed” field; then specify in the Address no. field the address no. as allocated previously.
This address will be used in the document. To check this, when entering a document, just click the [Additional actions/Complementary header information] button.
Delivery address
The procedure is the same as for the billing address. This then refers to the delivered customer.
Payment address
The procedure is the same as for the billing address. This then refers to the customer who pays.
Managing customer identifiers
For a better management of their customer files, retailers need to ensure the uniqueness of their customer IDs. Therefore, Yourcegid Retail Y2 proposes to use the “EAN
code” (T_EAN) available at several locations in the application:
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- Customer record: Payments tab (BO) and General tab (FO). Note that in standalone mode, the “EAN code” field remains available in the customer record.
- Customer search: both in the Back Office and in the Front Office, the “EAN code” field is available in the main multicriteria screens relating to customers.
- Customer search priorities: “EAN code” field is also available in the customer search priorities, via Settings - Customers - Search priorities.
Preliminary settings
Back Office: Administration - Company - Company settings
To ensure the uniqueness of the “EAN code” field, tick the “Check for uniqueness of EAN code” company setting available in the Customers-Suppliers tab. This setting
checks that the EAN code assigned in the customer record to every customer is unique. Enabling this setting triggers a check of possible duplicates in the database. In case of
duplicates, you cannot enable this setting. Note that this setting is not compliant with customer restrictions.
Operating at the cash register
The cashier enters an EAN code (company or individual), and the system checks in the database that this code is not used by another customer or prospect. If there are
duplicates, the entry is not possible. A screen then displays the presence of an existing customer as well as his affiliated store.
Operating in standalone mode
The “EAN code” information is available in the data settings downloaded for standalone mode.
Warning! No check for uniqueness is performed in standalone mode on the “EAN code” field. When querying a customer record in standalone mode, this information cannot
be viewed.
When the connection is up again, the system performs this check to confirm that the EAN code has no duplicate in an existing record. Uniqueness is set on the customer type:
customer or prospect (not on the supplier.)
Importing customers
If the company setting is enabled, when importing an EAN code for a customer (new or updated,) the application performs a check to confirm that this information is not a
duplicate from an existing record.
Phonetic search for a customer’s name
Back-Office: Basic data - Customers - Customers
The “Phonetics for name” field, available in the customer multiple criteria, allows you to perform phonetically a search on a customer's name regardless of the database case,
names with uppercase or accented characters. This feature lets you convert the customer’s name (the first one) into “Phonetics”. A new field will collect this data:
T_PHONETIQUE. The phonetic transformation function will perform the following:
- Transform the name in uppercase
- Map the syllables
In this way, the phonetic search of a customer partially eliminates the constraint of spelling his name.
Example:
Let us imagine a customer base hosting two customers whose names are Arhan and Harang. When typing ARAN in the “Phonetics on name” field, available in the multiple
search criteria, the application will find these two customers, even if the spelling is not the same.
Customer Mailings - Contents
The mailing feature allows you to manage the various mailing actions from the customers file or contacts file. This is achieved by creating a mailing record.
A mailing record relates to a selection of customers or contacts, and prompts the creation of an export file (for internal use or to be sent to a “router” in charge of mailings). If
using a mailing template created by Microsoft Word, it also allows the creation of a form letter addressed to each customer, which can potentially be sent by e-mail.
This mailing record can be a simple collection of data relating to a given commercial action (shipment date, validity dates, etc.), but can also assess the return from the
operation by linking the sales entered in Front Office to the commercial actions behind the customer visit.
Examples
There is already a customer with this code (T_EAN), but it is not
visible for the store (because of user restrictions.)
A new customer is created without any EAN code: T_EAN is
empty.
Message in the screen WITHOUT the duplicate customer
(because of restriction)
There is a customer with this code (T_EAN), and it is visible for the
store; but it does not correspond to the customer created in
standalone mode (different last name.)
A new customer is created without any EAN code: T_EAN is
empty.
Message in the screen with the duplicate customer.
There is a customer with this code (T_EAN), and it is visible for the
store; but it does not correspond to the customer created in
standalone mode (different last name.)
MERGE customers
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Preliminary settings
Company settings
Access rights
Mailing record
Overview of the mailing record
Creating a mailing
Management and use of mailings
Managing various mailings (customer, contact, dashboard)
Using mailings in Front Office
Customer Mailings - Preliminary Settings
Company settings
Back Office: Administration - Company - Company settings
Go to Commercial management/CRM. To display the Customer mailing menu, you have to disable the “Management of business operations and data collections” option.
Access rights
Back Office: Administration - Users and access - Access right management
The following menus and access rights must be managed for the different user groups:
Menu 26 – Concepts
Commercial management / Customer mailings
- Mailing management
- Creation
- Modification - Deletion
Menu 110 – Basic data
- Customers / Customer mailings
- Mailing list
- Mailings per customer
- Mailing per contact
Mailing Record
The management of mailings is not available in Front Office, except for the purpose of linking a sale to a particular mailing when entering a sales transaction.
Overview of the mailing record
Back Office: Basic data - Customers - Customer mailing - Option Mailing list
This option allows you to display the list of existing mailing records according to the sort criteria selected in the header of the window.
Toolbar
The [Export the list] button creates a file containing the mailings of the displayed list, which can be retrieved using an office tool such as Excel or Word.
The [Open] button gives access to the current mailing record. A double-click on the line also opens the record.
It is possible to create a new mailing record by clicking the [New] button.
Characteristics tab
This tab displays the key data relating to the mailing operation, such as the code, description, the validity dates and the expected sending date. It also allows you to specify the
document type for which the mailing will be used (generally Front-Office receipts) in order to determine its effectiveness.
The “Storage of the sending list” checkbox allows the list of addressees to be stored in the database. To be able to determine the impact of the commercial operation, this
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option must be checked. If this option is disabled, it will not be possible to link a sale to a mailing when entering a sales transaction in Front-Office; and therefore, it will not
be possible to calculate any return value in the Scope section of this tab.
The [Calculate returns and success rates] button updates the impact assessment: number of sent mailings, number of returns, and success rate.
The [List of customers] button enables you to view the list of customers (or contacts) receiving this mailing. This button is available only if the “Storage of the sending
list” option is enabled.
Shipment tab
This tab allows you to define the routing settings for the addressees of the mailings. It need not to be specified when creating the mailing record. These shipment
characteristics may be given when the mailing concerned is launched.
However, the information specified on the Shipment tab of the record will be automatically retrieved by default when the mailing is launched.
- The Export section allows you to specify the creation characteristics of a customized export file based on the list of customers who will be the addressees of the mailing. -
For more information about this function, please refer to Data export.
- The Mailing and e-mailing section allows you to specify the Word mailing template to be used, as well as the final document obtained. For more information on this
function, please refer to the following chapter Creating a mailing.
- The [Create/Change templates] button gives access to Word’s mail merge functions (refer to Creating a mailing).
- The Export for routing section allows you to specify the storage directory of a simple export file containing the list of customers or contacts who will be the recipients of the
mailing. The information relating to every customer is based on the data displayed in the presentation of multi-criteria table.
Creating a mailing
Back Office: Basic data - Customers - Customer mailing - Option Mailing list
Create/change templates
The [Create/Change templates] button gives access to the creation and change functions for a Word mail merge template.
- [Create a new template] gives you access to the Mailings feature in Word.
- [Template management] gives access to the list of already created templates.
New template
The [New external document] button enables you to create a new template by selecting a Word document stored on the workstation to store it the database.
Once the new template selected, the [Process document/Take document for modification] button allows you to recover an existing document in the database onto the
local workstation in order to modify it.
Once the changes made to the document, the latter must be reintegrated with the database via the [Process document/Integrate modified document] button.
This integration makes the template unavailable for any use. It is therefore necessary to make it available again by changing the template status from “Non available” to
“Available”.
Indeed, the template cannot be used to create mailings unless its status is “Available”.
- If the status is “Non available”, the template will not be visible in the database.
- If the status is set to “Creation in progress”, the template will be visible, but not usable to create mailings.
Management and Use of Mailings
Managing various mailings
Mailings per customer
Back Office: Basic data - Customers - Customer mailing - Option Mailings per customer
This function allows you to select the customer records for which a mailing operation should be performed.
You can view a customer record by clicking on the [Display the third-party] button.
The [Select all] button is used to select all the lines displayed in the multiple criteria screen. The space bar of the keyboard allows a disrupted selection record-by-record.
The [Customer extraction] button will start processing the selected customers. The characteristics entered in the business operation record will be proposed by default.
However, at this stage, you can still modify them.
- The [Create/Change templates] button provides access to the functions for creating and managing templates, as explained above.
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- The [Export] button starts the creation of the export file or form letters for the mail merge, or even e-mails. You have then to specify the associated mailing as well as
the access path to the file to generate.
- The Template selection field allows you to view the list of templates available in the database and select one of them.
- The [Print] button prints the selection of displayed templates.
- The [Show document] button allows you to verify the generated form letters, in the case of a simple mailing.
Once the export has been completed, the following message “Customer export done” displays.
In the case of mailings, once Word is open, you must use the [Merge to E-mail] button on Word’s Mail Merge toolbar.
Mailings per contact
Back Office: Basic data - Customers - Customer mailing - Option Mailings per contact
Based on the specified sort criteria, this function allows you to select the contact records for which a mailing operation has to be performed. The process is the same as that
described for Mailings per customer.
Mailings from the customer dashboard
Back Office: Basic data - Customers - Dashboard
For more information on how the advanced customer dashboard is used, refer to Customer analyses.
The [Generating a list of business operations] button displays the same window that is used for the configuration of mailings per customer or contact, but this time it is
displayed for the export of the customer list displayed by the dashboard according to the criteria selected in the multi-criteria selection list.
Using mailings in Front Office
The management of mailings is not available in Front Office, except for the purpose of linking a sale to a particular mailing when entering a sales transaction.
If the “Storage of the sending list” option has been checked when the mailing record was created, and if the type of document for which the mailing is used is FFO, it is
possible to link a customer’s sale to the mailing operation performed.
Once you have finished entering the sales transaction, and payment has been validated, a dialog box opens automatically and displays a list of mailing operations in progress.
This link between the sale and the mailing allows the generation of specific statistics on the success of the mailing, as explained in chapter Characteristics tab.
Business Operations and Data Collection - Contents
Business operation management enables you to save various types of events from a customer file.
The following sections include detailed descriptions of how these business operations work.
The management of business operations applies to receipts only (FFO type).
The Follow-up of business operations and collected information” module is optional and must be serialized beforehand.
Introduction
Objectives and Presentation
Preliminary settings
Company settings
Restricting access rights by category
User-defined tables and amounts
Register settings
Access rights
Creating a business operation
General tab
Characteristics tab
Shipment tab
Results tab
Applying business operations
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Targeting customers
Option recap table based on targeting
Customer mailing based on business operations
Using business operations in Front Office
Recording operations when entering a sales transaction
Controlling invitations
Collecting data
Creating a data collection operation
Use in Front Office
Actions on events
Exporting and importing events
Purging events
Business Operations and Data Collection - Objectives and Presentation
Business operation management enables you to save various types of events from a customer file, by taking into account the following functions.
Managing personal (or "nominative") events
For example, a customer who has been invited to an event on a given date (store grand opening) or a given period (a 3-day private sale). Personalized invitations are sent to
certain customers. When customers arrive, the event is recorded which allows attendance to be evaluated. Invitations are to be checked more or less strictly, according to
option.
This information is entered into a window dedicated to commercial operations: A successive scan is done of all invitations with verification. It can also be integrated into the
sales process, thus automatically identifying the customer.
Management of condition-based events
A business operation may be much more general, such as private sales without personal invitations or follow-up of an ad campaign. Triggering an event is subject to more or
less complex characteristics:
- Business operation linked to an event, based on the customer category
Example: An event open to VIP customers only.
- Sales line linked to an event based on items purchased.
Example: An event open to perfume only. Enables you to compare the same advertising in several magazines.
This type of event can also viewed on the event sales screen at any time, independently of the receipt or customer. For example:
- When recording lost or potential sales
- When recording customer presence in the store when no purchases are made
Discount entitlement
An event may involve sales conditions that provide certain benefits for the customer involved.
Follow-up of operation
You can measure the success of an operation through viewing the history. Each record carries its origin: store, customer, date, etc.
Customer 360
This customer record option allows you to search for all actions that have been carried out by the customer:
- Sales history
- Order history
- Follow-up of call-back lists
- Follow-up of events sent to a customer or events in which the customer took part
Customer 360 is explained here.
Settings for Business Operations and Data Collections
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Company settings
Back Office: Administration - Company - Company settings
Click Commercial management/CRM and enter the options described here.
Restricting access rights by category
Back Office: Administration - Users and access - User restrictions/Restriction categories
This function enables you to create specific user restrictions for business operations. The “Business operations” option must be checked in the Scope of use field.
Restrictions are optional. These optional restrictions can then be linked to the relevant users via the corresponding user record in Back-Office: Administration - Users and
access - Users.
These restriction categories can be used for both business operations and data collection.
User-defined tables and amounts
Back Office: Settings - Customers - Business operations
User-defined table and amount settings enable you to classify operations in different categories.
Examples: Private sales, private invitations, lost sales, magazine advertising, etc.
This information can be accessed at multi-criteria search level for targeting purposes.
Register settings
You can enter a business operation or data collection as follows on the sales transaction entry screen:
- via the [Other actions/Data collection] button in the toolbar
- via the buttons configured on the touchpad
Access rights
Back Office: Administration - Users and access - Access right management
The following menus and access rights must be managed for the different user groups.
Menu 26 – Concepts
Commercial management/Management of business operations and data collections:
- Deletion of a business operation or data collection
- Search customer while controlling invitations
Menu 105 – Settings
Customers/Business operations:
- User-defined table 1
- User-defined table 2
- User-defined table 3
- Title of user-defined table
- Title of user-defined amount
Menu 109 – Customers
Customer management:
- Control of invitations
- Follow-up of business operations
- Customer 360
Menu 110 – Basic data
Customers/Business operations:
- Management of business operations
- Follow-up of business operations
- Deletion of business operations
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Customers/Collecting data:
- Management of data collections
- Follow-up of data collections
Creating a Business Operation
Back Office: Basic data - Customers - Business operations/ Management of business operations
The header of the business operation enables you to show important information, such as operation code/description, restriction category, etc. The business operation code can
be defined by the user. A check is done to verify that the code is not already in use. In internal code is nevertheless present (GUID), guaranteeing the consistency of the
business operation in the system.
To create a business operation, click the [New] button and populate the following fields.
General tab
Characteristics tab
Identification
Fields
Description
Store trigger
This allows you to restrict the use of data collection to a list of stores based on a
trigger. The trigger must have a “Business operations” scope.
Validity
Validity limits the use of the information collected to the period indicated. The
document date (and also the date of register opening) is taken into account here and
not the system date on the user's workstation.
Frequency
The frequency completes the period of validity, enabling data collection on
specified days or hours. The frequency used must have a Business operations scope.
User-defined tables and amounts
The settings for user-defined tables and amounts are explained in the section above.
Identification method
The method of identification enables you to designate the customers affected by the
business operation. In Front Office, if none of the following apply to the customer,
the business operation will not be saved:
- For business operations based on a generated list, the customer dashboard is used
first to select the relevant customers for the business operation. This is done on the
basis of selection criteria. This function is located in the Basic Data module, menu
Customers - Quality/Dashboard.
When the list of customers has been generated the [Generating a list of
business operations] button enables you to assign it to the desired business
operation.
Each customer is assigned a personal code, which can be viewed by clicking
the [List of customers] button in the business operation record. The Business
operations tab in the Dashboard filters customers by event (cf. Customer Analysis).
- Non-personalized list: this setting may be used when flyers are distributed in
public, for example. The operation barcode will be printed on each flyer (the same
for all flyers).
The barcode is generated when creating a business operation via the [Enter
barcode] button. When the customer visits the store, the barcode will be scanned in
order to save the business operation.
- Trigger: Identification of a third-party via a customer trigger selected from the
business operation record. It is however possible to avoid selecting the customer
trigger with this option. The business operation will therefore be applied to all
customers. However, a message will alert the user if no customer trigger has been
selected when creating the business operation.
- Trigger with list generated: After selecting a customer trigger in the business
operation record, the [Generating a list] button will enable you to generate a list of
customers corresponding to this trigger. A customer trigger must be selected for this
option.
Note that for business operations based on generated lists and on triggers with
generated lists, the [List of customers] button in the business operation record
allows you to open the generated list of customers.
Field
Description
Barcode required
This option enables you to associated an operation to data. The barcode is
customer-specific and is generated by the system when the list of customers is
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Follow-up type
Please note!
All of these options are interrelated, and also depend on the options configured in the General tab.
Click here to view the table summarizing the various options by target type.
Shipment tab
Results tab
The following information is calculated when the user selects this tab:
- Number of e-mails sent
- Number of generated lines
generated.
Scan is mandatory
This option requires scanning of invitation cards or barcodes via an optical scan.
Manually entering codes is not recognized as valid.
Customer required
If this option is checked, the business operation will depend on the customer. It may
be done only if the customer has been entered.
Examples: Recording when a customer comes to a store opening through a personal
invitation, private sale with invitation check.
Unique use
This option allows a one-time participation in a business operation. For example, an
invitation to a private sale, valid once.
Field
Description
Control of invitations
This allows you to perform checks on invitations sent to a list of customers and to
verify attendance.
Link operation to the sale
If the business operation is entered during a sale, this option allows you to link both
of them. This association is not automatic. The event can be recorded for a
customer other than the one for the sale.
Keywords for sales conditions
This enables you to enter a keyword dedicated to sales conditions. Each keyword
consists of alphanumeric characters (A -> Z and 0 -> 9), without spaces or special
characters. If more than one keyword is linked to the same sales condition, they will
be separated by semicolons.
If a keyword is entered during the checkout process, a search will be made for the
keyword within the business operations assignable to the receipt. There are two
possible scenarios:
1. No business operations contain this keyword – No action, apart from applicable
sales conditions being applied.
2. One or more business operations contain this keyword:
- If no operations have been associated to the receipt, the list of relevant operations
will be displayed. When selecting, assignment checks will be done.
- If an operation was assigned to a receipt (manually or using a customer code), it
will be retained. The entered keyword is simply added to the list of keywords
evaluated by the sales conditions, without being associated with a business
operation.
Allocation to receipt
When the receipt is printed, a window will open with a list of active operations for
the salesperson.
Allocation to line (automatic)
This option is specific to item sales and therefore tested on each sales receipt line.
The operation will be saved only if one of the items on the receipt meets the trigger
conditions. This option also enables you to avoid displaying a window with a
selection of operations, to be automatically selected according to rank. Other
operations will be ignored.
Field
Description
Export
Allows you to specify the creation characteristics of a customized export file based
on the list of customers who will be the recipients of the mailing (see Data Export).
Mailing and e-mailing
This section allows you to specify the Word mailing template to be used, as well as
the final document obtained (see Customer Mailings).
Export for routing
Allows you to specify the storage directory of a simple export file containing the
list of customers or contacts who will be the recipients of the mailing. The
information relating to every customer is based on the data displayed in the
presentation of multi-criteria table.
Expected shipping date
Allows you to save the date on which the operation was generated, such as :
- the date on which the operation was sent to the customer
- the date the advertisement ran
- the date the campaign was displayed
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- Number of returns: corresponds to the total number of returns, taking into account the following:
- Customer presence with or without sales
- Number of customer visits in cases where the operation is saved multiple times
- Return rate: Number of returns/Number of shipments
This corresponds to the number of operations associated to a receipt sale (FFO).
Sales rate: Number of sales/Number of shipments
Actual S F: This field enables you to obtain the sales figures generated by the operation :
- If the operation is linked to a receipt, it corresponds to the totals of the GP_TOTALHT and GP_TOTALTTC fields for the relevant receipts.
- If the operation is linked to lines on the receipt, it corresponds to the totals of the GP_TOTALHT and GP_TOTALTTC fields for the relevant lines.
Note that this information is not saved. It is recalculated when the Results tab is displayed, depending on the origin of the request:
- In Front Office: The scope of the results includes the store and the customers that are linked to it (customer’s affiliated store).
- In Back Office: The scope of the results includes all stores involved in the business operation, and all customers, thereby providing a global view of all results for this
operation.
Applying Business Operations
Targeting customers
Manual targeting of customers – Generated personal list
The customer dashboard is used to target customers affected by the operation. Every customer will receive a personal code to be entered. (Examples: Invitation to private
sales, invitation to a private viewing.) The barcode for the operation must be entered or scanned in Front Office. This code can be used more than once and the customer is
required. A follow-up of the operation will be carried out as follows:
- checking invitations
- linking an operation to a receipt
- checking the invitations and linking the operation to the receipt all at once
In Front Office: in the Customers module, menu Customer management, command Control of invitations, a data entry window allows you to enter the personal code that was
given to the customer.
Non-personal targeting of customers – Non-personal list
The barcode for the operation must be entered or scanned in Front Office. This code can be used more than once and the customer is optional. A follow-up of the operation
will be carried out as follows:
- checking invitations
- linking an operation to a receipt
- checking the invitations and linking the operation to the receipt all at once
If this setup does not require any data, no entry window will open when entering the receipt after you have selected this operation. However, if this setup requires you to enter
a barcode or customer, the previous window will open.
Targeting customers based on triggers with or without generated list
The barcode for this type of operation is not to be entered or scanned in Front Office. This operation can be used more than once and the customer is optional. A follow-up of
the operation will be carried out as follows:
- checking invitations
- linking the operation to a receipt or a line
- checking the invitations and linking the operation to a receipt or a line all at once
The table below summarizes the different options according to the target type
The following table recaps the various ways of operating:
Identification
Barcode
required
Scan is
mandatory
Customer
required
Unique use
Invitation check
Allocation to
receipt
Allocation to
line
Generated list
R
O
R
O
O
O
N/A
Non-personal list
O
O
O
O
O
O
N/A
Trigger
N/A
N/A
O
O
O
O
O
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Key: O = Required, F = Optional, N/A = Not applicable
Customer mailing based on business operations
Back Office: Basic data - Customers - Business operations/ Management of business operations
Creating customer mailings follows the same pattern as creating business operations (see Creating a Business Operation.)
The Mailing and e-mailing section in the Shipment tab in the Management of business operations allows you to specify the mailing templates for customer mailings. The
procedure for creating and managing templates is described in section Customer Mailings.
Using Business Operations in Front Office
Saving business operations when entering sales transactions
Front Office: Sales receipts - Sales - Enter transaction
A business operation can be saved in Front-Office if it can be linked to the sale while inputting a receipt.
Recording operations with checks
Business operations configured and linked to sale and an allocation to receipt can be selected:
- manually when entering a sales transaction, via the [Other actions] button in the entry window toolbar, or special buttons on the touchpad.
- among all the business operations proposed when validating the receipt, if no operation of this type has already been assigned to this receipt.
The list of all operations applicable to customers and receipts is displayed by default, with the “Search” field enables you to:
- Scan/enter the invitation code sent to the customer
- Scan/enter a keyword
If a search is successful, the list of operations will be modified to display only those matching the scanned or entered code. If a scan returns a single event only, it will be
automatically selected. If the code has not been scanned, business operations that require a mandatory scan will not be displayed, even if the code has been entered correctly.
Depending on the selected operation and its settings, a window will open to allow you enter the following required information.
Automatic recording
Business operations configured and linked to sale and an allocation to line will be saved without prompting the salesperson for any information when inputting a receipt. In
cases where several operations can be allocated to the same receipt line, the highest ranking operation will be selected automatically.
If two operations, one ranked in position 1 and the other in position 3, are allocated to one receipt, the operation ranked first will be selected automatically.
Saving business operations when checking invitations
Customers - Customer management - Control of invitations in Front-Office
From the toolbar or touchpad during the sales receipt process, regardless of whether a transaction has been entered.
Business operations can be saved in Front Office, if control of invitations has been set for the operation during an invitation check. For example, a customer is invited to an
event on a given date (store grand opening) or a given period (a 3-day private sale). When customer arrives his invitation can be checked more or less strictly, according to
options defined:
- customer must have an invitation
- invitation addressed personally to each customer
- invitation must be scanned
- invitation can be used only once
The Customers - Customer management - Control of invitations feature in Front Office allows you to start the invitation check process. A multi-criteria selection screen
displays a list of the business operations for which an invitation check has been configured. You can then select the relevant operation.
Business operations – Generated personal lists
The barcode field allows you to enter or scan the identifier (barcode) on the invitation sent to the customer. If the code is valid, a confirmation message will be displayed, and
the customer is automatically identified. If the code is invalid, an alert message will show this. A message may also appear indicating that the salesperson must be specified.
After the invitation has been checked, information about the customer and a visual message will be displayed for a period of time defined via the [Clock] button.
This button allows you to search for customers using a multi-criteria selection screen that displays the list of invited customers.
Note that the button is subject to the Management of business operations and data collection/Search customer during while controlling invitations right in Menu 26 --
Concepts.
Trigger with generated list
N/A
N/A
O
O
O
O
O
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Business operations – Non-personal lists
The window used for checking invitations is similar to the previous window. In case of non-personal lists (flyers distributed in the street, for example), the barcode for the
operation is the same for all customers.
- If the Customer identification checkbox is selected in the business operation settings, you will need to complete the Search for customer field in addition to the barcode, so
that it can be identified (using search priorities).
- If the Customer identification checkbox is not selected, there will be no references requested when checking the invitation.
Business operations – Triggers
You cannot scan a barcode for this type of business operation. The Customer search field allows you to search for a customer using specified search priorities.
This button allows you to carry out a search on the multi-criteria selection screen for the customer, depending on the trigger configured for the business operation.
When entering a sales transaction, a button configured on the touchpad or the [Other actions/Business operations/Control of invitations] button on the toolbar, allows you to
directly display the selection window for those operations that require checks. The window for entering the required information is then displayed, depending on the settings
for the business operation.
Actions on Events
Exporting and importing events
The event history list can be exported to feed an external CRM. Events issued from an external source may be imported into the system. The following imports are possible:
Importing an event
After a unity check of the event type, the event will be created and given an internal number within the system.
Importing invitations of an event
The list of invited customers for an event can be integrated, which then can be used in Yourcegid Y2. Once integrated, these records will no longer be able to be changed by
importing other data, so that its use will not be changed (customer arrival).
Importing attendance to an event
If entered in a system other than Yourcegid Y2, events can be integrated through data imports. They can then be viewed in the customer action dashboard. Checks are done to
verify the consistency of the data imported.
Purging events
Two options enable you to purge events.
Deleting an event
A function is available in each event enabling you to delete it, as well as all actions related to the event. This option requires user rights (see Access rights.)
Purging events
An event deletion module is available which enables you to delete event lists according to criteria, such as period or user-defined tables.
Call-Back Lists - Contents
Store managers may want to implement a customized customer management system with regular phone calls based on predefined criteria. Call-back lists allow you to group
customers according to certain criteria, in order to carry out and track these phone calls.
General settings
Enabling the management of call-back lists
Configuring the status of actions
Configuring an alert to track the calls
Managing access rights
Configuration of call-back lists
Configuring the call-back list header
Assigning several customers to a call-back list in Back Office or Front Office
Assigning a customer to a call-back list in Front Office
Use of call-back lists
Description of the follow-up of the call
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Modifying call-back lists
Deleting call-back lists
Importing call-back lists
General Settings
Enabling the management of call-back lists
Back Office: Administration - Company - Company settings
You must first enable call-back lists in the company setting. Go to Commercial management/CRM and tick the “Management of call-back lists” option.
Configuring an alert to track the calls
Register alert
Back Office: Settings - Front Office - Register
You can define for each register an alert on call-back lists To activate this feature, open the Register record of your choice and select the Daily Operations tab. Check the
“Alert on call-back lists” option and validate. At daily opening, this option will enable the display of an alert on the calls to be made.
Cegid alert
Back Office: Administration - Alert management - Settings
An alert of type “Cegid" is used to track the call-back list according to several criteria to be defined.
Example:
All the calls of the current day (preferred date = current date) or all late calls (preferred date exceeded).
1. Enter "CEG-APPEL DU JOUR%" in the "Indicator" field and click the [Apply criteria] button.
2. Double-click the "CEG-APPEL DU JOUR" line.
The "Indicator" window will appear.
3. The [Instant printing] button is used to print the list of calls to make.
Configuring the status of actions
Back Office: Settings - Customers - Status of actions
When call-back lists are used, you may be required to specify the status of the action, e.g. the customer does not want to be contacted or the customer wants to receive an
invitation. This status is available only if user-defined values were defined in the corresponding subtable.
Managing access rights
Back Office: Administration - Users and access - Access rights management
Front Office: Settings - Administration - Users and access - Access right management
The use of this functionality depends on the following access rights and concepts:
Menu Concepts (26) - Commercial management - Management of call-back lists
This menu is used to authorize or deny access to the following functionalities:
- Automatically complete the stores of a call-back list
- Set up call-back lists
- Authorize tasks to be allocated to another person
Menu Customers (109) - Call-back lists
This menu is used to authorize or deny access to the following Front Office functionalities:
- Customers - Call-back lists - Settings
- Customers - Call-back lists - Use
Menu Basic data (110) - Customers - Call-back lists
This menu is used to authorize or deny access to the following Back-Office functionalities:
- Basic data - Customers - Call-back lists - Settings
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- Basic data - Customers - Call-back lists - Use
- Basic data - Customers - Call-back lists - Batch update
Configuration of Call-Back Lists
Configuring the call-back list header
Back Office: Basic data - Customers - Call-back lists - Settings
Front Office: Customers - Call-back lists - Settings
Click the [New] button to display the "Call-back list" window and specify the following information:
Validate the creation of the list header. The next step consists of assigning customers to the list you just created.
Assigning several customers to a call-back list in Back Office or Front Office
Back Office: Basic data - Customers - Dashboard
Front Office: Customers - Customer management - Dashboard
You perform this step in the Front Office for the current store and in the Back Office if there are several stores. This step enables you to assign selected customers to the call-
back list you created in the previous step. This assignment is performed via the customer dashboard, based on various criteria (date of birth, city of residence, etc.).
1. Once the selected customers are displayed on screen, click the [Generate a call-back list] button.
The "Assignment to a call-back list" window will appear.
2. Select a call-back list and a salesperson.
The salesperson associated with the call will depend on the option you selected when you created the call-back list header:
- If you selected "Not specified" or "Customer's main salesperson", this field will be grayed out.
- If you selected "Dedicated salesperson", you must select a salesperson.
3. Next, select the preferred date of the call which is set by default to the start date of the validity period of the list header.
This date may be modified but must fall within the same validity period.
4. Validate the assignment of the call-back list to the selected customers.
When you validate, one call will be created for each customer. This can be used as follows:
- Back Office: Basic data - Customers - Call-back lists - Use
- Front Office: Customers - Call-back lists - Use
5. If one or more customers are assigned to a store that is not referenced in the call-back list, then when you validate the assignment, a message will appear.
You can perform one of the following actions:
- Delete customers from the selection: Customers who are not linked to the store will be ignored.
- Link all these customers to a store: The list of the stores in the call-back list will be displayed so that you can link customers to the store you want, if this option is selected.
- Complete the list of stores: You can add the store to the call-back list. This option depends on the configuration of the "Automatically complete the stores of a call-back list"
option. By default, the value of this option is "Not authorized". If this option is enabled, you can add a new store to the call-back list.
Field
Description
Label
Name of the list with a maximum of 70 characters.
Assignment of
salesperson
The salesperson who will be assigned to carry out the call:
- Customer's main salesperson: The salesperson associated with the customer record will
automatically be assigned to the customer's call.
- Not specified: No specific salesperson will be assigned to the calls.
- Dedicated salesperson: A salesperson must be specified manually for each call.
Store
This information specifies the store that must call the customer. This can be the affiliated
store or the customer creation store.
Validity dates
Enter the validity dates of the list.
Notepad
Field used to enter a user-defined comment.
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6. After the initial assignment of customers to a call-back list, you can subsequently add new customers to the list.
Only new customers will be inserted in the call-back list.
Assigning a customer to a call-back list in Front Office
Front-Office: In the customer record using the [Complementary data/Call-back lists] button
Front-Office: In the sales receipts screen using the [Other actions/Call-back lists] button
If requested by the customer while making payment, a call-back request can be directly defined in Front Office.
Example: The customer wants to receive information on private sales and invitations.
1. In the sales receipt screen, select the customer and then click the [Other actions/Call-back lists] button.
You can also open the customer record and click the [Complementary data/Call-back lists] button.
The "Assignment to a call-back list" window will appear.
2. Complete the required fields and validate.
The customer is now assigned to the selected call-back list.
Use of Call-Back Lists
Description of the follow-up of the call
Back Office: Basic data - Customers - Call-back lists - Use
Front Office: Customers - Call-back lists - Use
Even if a call-back list is assigned to several stores, each call is assigned to only one store. Stores will only see their own calls. The calls that are created include the following
information:
Dashboard recap
Displays the fields of the dashboard.
List of actions
Displays the last action performed.
Entry of a new action
This section enables the salesperson performing the action to enter information on the current call manually.
Modifying call-back lists
Fields
Description
Call-back list
The call-back list to which the customer was assigned. The [View] button enables you to
view the header of the call-back list.
Salesperson of the call
By default, the salesperson defined in the call-back list header. You can modify this field
depending on the configuration of the "Authorize tasks to be allocated to another person"
option. By default, the value of this option is "Authorized". If the value of the option is "Not
authorized", you cannot access the field even if it is empty.
Customer concerned
Last name, first name, phone numbers, and email as specified in the customer record. The
[View] button enables you to view the customer record.
Comment
Field used to enter a user-defined comment.
Fields
Description
Date of the action
Date of the current call.
Salesperson of the action
By default, the salesperson defined in the call-back list header. You can modify this field
depending on the configuration of the "Authorize tasks to be allocated to another person"
option. By default, the value of this option is "Authorized".
If the value of the option is "Not authorized", you can access the field only if no salesperson
is specified in the header. Otherwise the salesperson specified in the header will be loaded
and non-modifiable.
Status
This field is available only if user-defined values were defined in the corresponding
subtable. See Configuring the Status of Actions.
Description
Field used to enter a user-defined comment.
Status of the call
The initial status is "Not started". The status will change to "In progress" once the first
action is entered. As long as the status is "In progress", you can update and save this screen.
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Back Office: Basic data - Customers - Call-back lists - Batch update
This functionality performs a mass update of one or more selected lines using the following information:
- Salesperson of the call
- Preferred date
- Comment of the call
This functionality depends on the configuration of the "Authorize tasks to be allocated to another person" option. If the value of the option is "Not authorized", the salesperson
specified in the header will be loaded and non-modifiable.
Deleting call-back lists
Back Office: Basic data - Customers - Call-back lists - Settings
Front Office: Customers - Call-back lists - Settings
This button is used to delete a call-back list if the following two conditions are met:
- The call-back list is closed.
- The deletion date does not fall within the validity period of the list.
The list, as well as all associated calls, will be deleted.
Importing call-back lists
Back Office: Data exchanges - Data recovery - Data import
You can integrate a call-back list using its code as follows:
- If the code does not exist, the list will be created.
- If the code exists, the list will be updated.
Settings and Operation of Customer Balances
The balance for retail customers, which is calculated as being the difference between sales made to a customer and the payments from this same customer, can be fully
configured. You can therefore define which register operations and payment methods will be taken into account in the calculation of the balance.
General settings
Calculation rule
Back Office: Administration - Company - Company settings
Front Office: Settings - Administration - Company/Company settings
Go to Commercial management/Front Office. In the Customer Balance section, populate the Calculation rule setting.
Register operations and payment methods
Back Office: Settings - Management - Register operations and Payment methods
This step is used to exclude some register operations or payment methods from the calculation of the customer’s balance. Consequently, you may decide to exclude gift
certificates from the calculation of the customer's balance.
The “Considered in the customer balance” option, available in the Register operation and in the Payment method records, respectively in tabs “Characteristics” and “Front
Office” is used to specify if the operation or the payment is accounted for in the customer balance.
Please note that this option is not available for all register operations or all payment methods.
Access rights
Back Office: Administration - Users and access - Access right management
Features linked to the customer balance calculation are subject to access rights that may be granted or denied in the Sales receipts (107) menu.
- In the “Access rights/Miscellaneous” section, the “Show customer balance in all stores” access right is used to limit the display of the customer balance to the user’s store, or
to all stores of their restriction.
- In the “Enter payments” section, the “Reimburse a customer with a negative balance” access right authorizes or not users to reimburse customers, despite a negative balance.
How does the customer balance work in Front Office
Perform a sales transaction that updates the customer's balance
Front Office: Sales receipts - Sales - Enter transaction
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1. Enter the customer’s name and make a sale of
- either a register operation previously configured to be considered in the customer's balance (i.e. the sale of the gift certificate.)
- or an item that will be paid with a payment method previously configured to be considered in the customer's balance (i.e. sale of an item paid with the payment of a deposit.)
2. Finalize the transaction to update the customer's balance
View customer balance
Customer balance accesses are listed hereafter, depending on how you access the customer balance, i.e. from the sales transaction entry screen, the customer record, or from
analyses.
You can view the customer's balance in the Front Office from:
- The sales transaction entry screen: via the toolbar, the [Actions on customers] button gives access to several options including “Customer balance.” Moreover, the customer's
balance is also displayed in the header of sales transaction entry screen, just under the "Customer" field, once the latter has been identified.
- The customer record: the [Customer balance] button opens the Customer balance window.
- Analyses: the customer dashboard available in module Customers - menu Customer management displays the customer balance. Click on the [Set up layout] button to
display the Customer balance column.
The Customer balance screen displays the list of register operations and payment methods used by the customer. To display the detail of the selected line, click the [Show
detail] button.
Customer Tracking – Customer 360
The Customer 360 tool allows you to view all of the actions carried out by and for a customer:
- List of business operations assigned to the customer
- Sales and other documents
- Customer call-back lists
Settings for the customer tracking
Back Office: Basic data - Customers - Customer tracking/Settings
This feature allows you to define the data to collect for a given customer, and specify the actions that will be searched for and displayed. The purpose of defining these
settings is to limit the amount of data displayed so that the information loaded is optimized.
The [Generate history] button allows you to copy the selected information to a temporary table so that you can work on it later in the Customer 360 tool.
Note that only the selected information will be stored in the temporary table. Moreover, a history of 0 months indicates that the history is to start from scratch.
Operation of the Customer 360 tool
Back Office: Basic data - Customers - Customer tracking/Customer 360
Front Office: Customers - Customer management - Customer 360
The multi-criteria selection function displays the information from the temporary table. This table is already populated by default based on the settings defined before. To
view the details for a line, simply double-click the line. You can then view the corresponding document, reservation, loan, business operation, customer service record, etc.
Please note!
The multi-criteria selection screen will only display the information contained in the temporary table. For example, if the settings define that the history should display the last
6 sales months, it will not be possible to display data for the period prior to these 6 months.
This button allows you to display the following columns:
Document status (MVB_STATUT360)
Specifies the status of the information:
- Documents: In progress or closed
- Calls: Call status description
- Business operations: Return statistics
- Customer services: In progress or closed
Item code (GA_CODEARTICLE)
Displays the item code.
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Employee (MVB_REPRESENTANT)
Code and name of the salesperson: for receipts, this is the salesperson indicated in the header.
Quantity (MVB_QTE)
This is the main quantity.
Amount (MVB_MONTANT)
Tax-exclusive and tax-inclusive amounts
Other possible accesses to Customer 360
Note that the Customer 360 tool for a customer is also available from the following features.
Customer record
From the customer’s record in the Back Office, by using the [Complementary data/Customer 360] button.
From the customer’s simplified record in the Front Office, by using the [Zoom/Customer 360] button.
Transaction entry screen
You can configure a dedicated button on the touch pad of the transaction entry screen (refer to the Register settings.) In this case, the customer cannot be a fictitious customer;
he must really exist.
Customer Analyses - Contents
The objective of customer record management is to use the information gathered to launch targeted sales operations. In order to do this, a number of reports and analyses are
available.
Access rights linked to customer analyses are available via the Administration module, Users and access menu, Access right management command.
- Menu 110 – Basic data/Customers: gives access to customer records and various actions such as modification, deletion or closure of records. It also manages access to
customer-related processes and reports.
- Menu 109 – Customers: enables you to authorize in the Front Office access to customer dashboards according user group.
Customer Reports and analyses
List of customers
Accounts receivable
Customer labels
Dashboard
Cube
Advanced dashboard
Displaying additional tabs
Report list
Customer Reports and Analyses
Back Office: Basic data - Customers - Reports
This command gives access to various reports and analyses. Most of these reports can be customized using the report generator.
This button is available for all reports and analyses and allows you to schedule regular reports (refer to Scheduled Tasks.)
List of Customers
This command allows you to print a list of customers selected from criteria of your choice. The list also displays customer contact information.
Accounts receivable
This report allows you to print a list of customers according to the criteria entered. The report (detailed or not) also lists the amount purchased and the balance for a given
period for each customer. The Additions section allows you to make a selection based on total amount purchased, customer balance or purchase date. A checkbox allows you
to request the details of sales.
Customer labels
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This report enables you to print the selected customer labels according to the criteria entered. Labels can be printed with or without barcodes. This command is also available
in Front Office, in the Customers module, Customer management menu, Edit labels command.
Customer dashboard
Attention!
There are 2 customer dashboards.
The customer dashboard available using the Reports command, allows you to view and to group together a list of customers selected according to your chosen criteria. The
report list only contains the general information entered in the customer records, and never contains information regarding customer purchases.
To obtain information on customer purchases, use the Advanced dashboard available in Basic Data - Customers.
You can customize the appearance of the customer dashboard using the special Dashboard tools.
Cube
This analysis allows you to view and to group together a list of customers selected according to your chosen criteria. The report list only contains the general information
entered in the customer records, and never contains information regarding customer purchases. (To obtain information on customer purchases, use the advanced dashboard
available in Basic Data - Customers.)
You can customize the appearance of cubes using the special cube tools.
Customer Advanced Dashboard
Back Office: Basic data - Customers - Dashboard
Front Office: Customers - Customers management - Dashboard
This analysis allows you to view and to group together a list of customers selected according to your chosen criteria. The report list relates both to the general information
entered in the customer records, and (using the additional tabs) information relating to purchases (quantity and sales figures) and customer balances for a given period. Several
other tabs can therefore be displayed allowing you to perform statistics calculations on numerous selection criteria such as, sales realized, stores or business operations. The
tabs displayed by default are as follows: Customer, Labels, Currencies, Advanced.
Displaying additional tabs
Use in the Customer tab the options available in the "Display criteria" section available, and check one or more of the following options.
Report list
Once the selected customers are displayed in the report list, a specific toolbar allows you to perform a number of actions on this list.
- Generate the list of business operations: generates the list of customers currently involved in a business operation with an identification method set to Generated list.
- Print customer labels
- Batch modification of customers.
Fields
Description
On sold items
Allows you to display the selection tabs for criteria relating to items purchased by
customers. Note that you can combine a selection of items using "and / or" in the
Item tab.
Additional to customers
Allows you to display the selection tabs for user-defined customer record criteria
and mailing criteria
On the stores of the sales
Allows you to display the selection tabs for criteria relating to the stores in which
the sales were made.
On customer's sales
Allows you to display the selection tab for customer purchase criteria for a given
period, including or excluding sales.
Note that information relating to sales (sales figures, quantity, etc.) is only shown
on the dashboard display if the corresponding selection criterion has been entered.
(Example: To view tax inclusive sales figures, you must select this criterion by
entering a tax inclusive sales figures range.)
The "Consider criteria from other tabs strictly" checkbox allows you to strictly link
criteria on totals to other criteria. A message will be displayed giving you a
concrete example of how this option works.
On business operations
Displays the Business operations tab where you to filter customers according to
events.
On loyalty
Displays the Loyalty tab allowing you to select loyalty criteria. If this option is
checked, a loyalty criterion will be required. Likewise, if there is a presentation
with loyalty data present in the report data displayed.
On confidentiality
Displays the Confidentiality tab allows you to add new restrictions to contact
information.
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- Generate a call-back list: This allows you to create a list containing customers in the report. This option is accessible if call-back lists are managed.
- Show customer record.
- Change loyalty program: This option is available if loyalty campaign management enable you to switch from one loyalty program to another program.
- Display list of loyalty cards.
- Display customer balance.
Item and Customer Multi-Classification - Contents
The objective of this functionality is to be able to manage an unlimited number of groupings, hierarchical or otherwise. These groupings can be allocated to customers and
items
- Example of a non-hierarchical grouping
- Example of a hierarchical grouping
Preliminary settings
Enabling multi-classification
Creating classifications
Configuring user authorizations
Entering classifications
Exclusive/Non-exclusive classification
Impact of deletions
Use in analyses
Inventory
Customers
Items
Preliminary Settings
Enabling multi-classification
Back Office: Administration - Company - Company settings
Go to Commercial management/Default settings and check the “Multi-classification” company setting.
Creating classifications
Back Office: Settings - Items - Item classifications
1. Click the [New] button to create a new classification.
The “Define item classifications” screen displays where you can specify the name of the classification you have just created.
Example: Accessories
2. On the right side of the screen, specify the code and the description of every element belonging to the classification.
Example: Bags, Belts, etc.
On the left side of the screen, select the element you have just created, and specify the code and the description of each element belonging to this level.
Example: With strap, without strap, leather, etc.
You can create several classifications at several levels.
Each of these sub-elements can be sorted or deleted via the appropriate buttons displayed on the right side of the screen.
Attention!
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- The sublevel code is unique within the classification. For example, the “CUI” code cannot be used as a sublevel of “Bags”, because it is already used in the "Belts" level.
- Once created, the code cannot be changed.
The "Exclusive classification" option allows you to specify whether or not an item or customer can be linked to several levels, as illustrated in the "Exclusive classification"
section.
Configuring user authorizations
Define authorized classifications
Back Office : Administration - Users and Access - Users
Open the user record and go to tab Additions.
In the “Classification” section, specify one or more classifications usable by user and validate.
Manage access rights
Back Office: Administration - Users and access - Access rights management
You must enable the following access rights in the Settings menu (105):
- Item classifications (in the Items submenu)
- Customer classifications (in the Customers submenu)
Entering Classifications
Exclusive/Non-exclusive classification
Back Office: Basic data - Items - Items
Back Office: Basic data - Customers- Customers
In records (customer and/or item) that manage classifications and where classifications have been defined, the [Complementary data] button allows you to access the
Classifications menu.
For a given item record, the allocation window makes it easy for you to allocate the item in question to one or more classifications. It is the same for a customer record.
Exclusive classification
If the classification is an exclusive type, the item or the customer can be allocated to one classification level only.
Example: “Bags” or “Belts"
Non-exclusive classification
If the classification is a non-exclusive type , the item or the customer can be allocated to more than one classification level.
Example: “Bags” and “Belts"
Impact of deletions
Deleting a classification will result in the deletion of all data corresponding to this classification. Deleting a node will delete all values associated with that node.
Use in Analyses
Use in Inventory
Item availability
Back Office: Inventory - Query- Item availability
Analyses enable you to filter data according to a classification criterion. The criterion is located in the "Additions" tab.
Dashboard and cube
Back Office: Inventory - Query - Dashboard and Cube
Analyses enable you to filter data according to a classification criterion. This criterion is located in the "Standards" tab for dashboards, and in the "Additions" tab for cubes.
Use for customers
List of customers
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Back Office: Basic data - Customers - Customers
Analyses enable you to filter data according to a classification criterion. The criterion is located in the "Additions" tab.
Customer dashboard
Back Office: Basic data - Customers - Dashboard
Analyses enable you to filter data according to a classification criterion. To get access to this classification criterion, go to the customer tab and enable the following options
available in the "Display criteria" section:
- "On sold items" triggers the display of the Item tab where you can select the classification criteria.
- "Additional to customers" triggers the display of the Customer addition tab where you can select the classification criteria.
Use for items
Back Office: Basic data - Items - Items
Analyses enable you to filter data according to classification criterion. The criterion is located in the "Additions" tab.
3M Document Reader - Contents
Click here to access the document.
Customer Loyalty - Contents
Basic concepts
General characteristics
Program and campaign concepts
Additional information
Customer loyalty management - Overview
Program structure
Characteristics tab
Creation of the card tab
Acquisition options tab
Benefit options tab
Renewal of the card
Benefits with gift certificate from Headquarters
Program rules
Creation of a new rule
Application of rules
Interaction of loyalty with sales conditions and final selling price
Campaigns management - Overview
Description of the tabs in loyalty campaign records
Management rules
Scheduled renewal
Loyalty settings
Company settings
Register settings
Loyalty receipts
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Information displayed on the customer banner
Import
Loyalty card
Loyalty card management
Access rights
Access rights management
Standalone mode
Loyalty management in standalone mode
Customer Loyalty - General Characteristics
Program and campaign concepts
Loyalty management is based on two complementary concepts: program and campaign.
Loyalty program
This basic concept includes all loyalty management rules in a program. Your loyalty program is defined based on your own specific criteria. For example, the program may
concern:
- A specific store
- All stores using the same currency
- All stores in a same geographical area
- A global program
- Etc.
The program management defines its characteristics, enrollment rules, acquisition rules, benefit rules and card renewal rules. In the program, you will link the stores for which
the program applies. During a sales transaction entry, the system applies the rules of a program linked to the store of the cash register.
See topic Loyalty program - Overview.
Loyalty campaign
This concept allows you to gather a set of programs applicable in chronological order, and manage loyalty levels to segment loyalty cards. The most common example is a
campaign with Silver, Gold and Platinum levels. However, you can also define the other levels, such as: Rubies, Emeralds, Diamonds or VIP A, VIP B, VIP C, etc. The
campaign adds the following features:
- Combination of programs with management of card renewal (definition of rules for staying in the same program or downgrading.)
- Management of program changes by defining applicable rules.
In this case, the link with the stores is established at campaign level, and not at loyalty program level. During a sales transaction entry, the system applies the campaign linked
to the store of the cash register.
Note that in this case, the rules attached to the programs will apply.
See topic Loyalty Campaign – Overview.
Additional information
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For every customer, loyalty is characterized by the creation of a loyalty card (see Loyalty Card.)
Loyalty is enabled on options and various settings are available (see Settings.)
In the sales transaction entry feature, various tools are available to display information about customer loyalty, perform actions and print information (see Register Settings.)
According to user groups, you can decide who may access loyalty settings. By the means of concepts, you may restricts actions to perform on loyalty cards or in the sales
transaction entry feature (see Access Right Management.)
Importing loyalty offers the possibility to integrate and update loyalty cards, and also calculate loyalty when importing sales receipts (see Import.)
Customer Loyalty - Overview
Back Office: Sales - Loyalty - Loyalty programs
Program structure
A loyalty program is structured as follows:
Configuring a loyalty program consist in defining various rules and options (see Rules) applicable to the management of loyalty cards.
Characteristics tab
This tab allows you to define the characteristics of the program:
- Code and description, aggregate type (points or amounts), multi- or mono-currency, duration of the program, information messages displaying in the Front-Office,
interfacing loyalty with an external tool, etc..
Note that if the Multicurrency option is enabled, the program necessarily cumulates points, and you have to define the rules applicable to the currency of the card or the
register store and the exchange rate type.
- You can modify cards manually and therefore define the scope of these changes (thresholds, for the actions performed on the card, you can define if comments and reasons
are handled and if they are mandatory or optional.) You can define the store linked to this program.
Note that the list of stores contains the stores whose currency is included in the program and for which no program is defined.
Warning!
Some choices are irreversible, especially the list of currencies, and the choice of the multicurrency or mono-currency environment even in the settings, because these choices
determine the display of options in the following tabs:
Creation of the card tab
You will define the startup options of the card and its use:
- The validity of the card (no limit, ending date, or number of days)
- The card can be activated at the first purchase or the next one, or at start up for an existing card.
- The card number can be initialized automatically or entered manually at cashing.
- Startup options (automatic, on request, or on startup rules (see Rules.)
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Note that if the Multicurrency option is enabled, you have to select the currency of the card (i.e. the currency of the customer’s affiliated store, or the currency linked to the
store of the register that creates the card,) and if the choice is to be done when the card is created.
Acquisition options tab
This tab is to define a whole set of acquisition rules (see Rules.) These acquisition rules determine, based on the customer’s purchases, the amount or how many points the
customer will earn on his loyalty card.
Application
Acquisition modes
Rules are calculated based on the receipt and/or on each line.
The calculation basis can be defined on amounts inclusive or exclusive of tax, or even on quantities. Also note that the calculation on quantities is functionally oriented to
programs based on points.
Once the various acquisition modes defined for the program, you can enter for each available mode, the standard rules and the bonus rules if required (see Rules.)
Benefit options tab
The benefit options handle the benefits granted to the customer thanks to loyalty. The benefit can be granted in the form of a discount, a gift certificate, or a gift to be selected
from a list of items You can configure these benefits using benefit rules (see Rules.)
Note that loyalty gift certificates are printed directly at cash register or by the Headquarters using the “Generate gift certificates” or ‘Reprint gift certificates” commands
(module Sales, menu Loyalty.)
General settings for using benefits
Benefits applicable within the program
Field
Description
Default item types
Merchandise, financial (register operation,) bill of materials or services. Note! Only
items for which the “Usable for loyalty” option is ticked are taken into account for the
calculation of the rules.
Exclude receipts paid with
You can also exclude sales receipt paid with certain payment methods. Warning! In
this case, acquisitions on sales lines are no longer available since the payment method
concerns the receipt in as a whole, and not the lines.
Management of bonus rules
Bonus rules can also be applied.
Field
Description
On sales line
The calculation on each line generates the benefit earned according to the rules
defined. You can also exclude lines with discounts according to their reason,
especially lines with loyalty discounts. Note that the line calculation takes into
account item triggers to refine the calculation.
- Welcome acquisition: If this option is ticked, the “Welcome - line” tab is displayed
where you can define the welcome rules that will be applied when the card is created.
- Customer’s birthday acquisition: If this option is ticked, the “Birthday - line” tab is
displayed where you can define the special rules that will be applied for the
customer’s birthday.
- Acquisition: If this option is ticked, the “Sales line” is displayed where you can
define the rules for standard advantages.
On sales receipt
This type of calculation considers the amount of the receipt eligible for loyalty and
determines the amount acquired. Moreover, you will also define the calculation
method in the case of returns.
- Welcome acquisition: If this option is ticked, the “Welcome Receipt” tab is
displayed where you can define the welcome rules that will be applied when the card
is created.
- Customer’s birthday acquisition: If this option is ticked, the “Birthday - Receipt” tab
is displayed where you can define the special rules that will be applied for the
customer’s birthday.
- Acquisition: If this option is ticked, the “Sales line” is displayed where you can
define the rules for standard advantages.
Field
Description
Getting benefits without purchase
Authorizes to grant benefits without obligation of purchasing.
Systematically propose benefits
The benefit is proposed automatically.
Considering only points available
for (days)
For programs in points, the application considers only ^points earned prior to X days.
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Once the various benefit modes defined for the program, you can enter for each available mode, the standard rules and the bonus rules if required (see Rules.)
Renewal of the card
In the case loyalty campaign management is not enabled, and cards have a limited validity period, you can define the following elements by the means of rules (see Rules.)
- Conditions for card renewal
- Conditions for validity extension
Benefits with gift certificate from the Headquarters
Specifically, you can centralize the generation of gift certificates at Headquarters. This assumes that Headquarters generate the gift certificates and ship them to customers.
Only programs that offer the acquisition of gift certificates from Headquarters will be proposed. You can use the following commands from the Sales module, Loyalty menu
to generate gift certificates:
- Generating gift certificates: You will calculate and generate gift certificates.
- Reprint gift certificates: You can reprint calculated and already issued gift certificates.
Program Rules
Back Office: Sales - Loyalty - Loyalty programs
The various program rules are the following:
- Startup rules condition the creation of the card.
- Acquisition rules calculate the gains on the card.
- Benefit rules grant specific advantages to the customer.
- Renewal rules (program) allow the renewal of the card (see Campaigns.)
- Extension rules extend the validity of the card by applying a rule before the card expires.
Creation of a new rule
A rule defines in its own setup context (startup, acquisition, etc.), the conditions of its application and triggering threshold. Only one rule is ever applicable at any one time
(rules cannot be used in combination with each other.)
In the “Creation of the card”, “Acquisition options” or “Benefit options”, use the [Create a new rule] button. In the window that displays, you can perform the following:
- Define an application period and/or an exclusion period
- Opt for the application of particular conditions
- Limit its application by the means of triggers (stores, items, customers)
By the means of the triggering thresholds, you will define:
- The calculation basis (amount inclusive or exclusive of tax, number of visits, quantity, etc.)
- The detail of the operation to perform by the program within the context defined by the rule. The values to populate will display according to the basis selected.
- For an acquisition rule, the operation consists in defining from the selected basis, the corresponding value in amount or in points earned by the customer on his loyalty card.
- For a benefit rule, this consist in defining that a customer is granted from a threshold A, a certain discount in percent or amount, or a gift certificate with a value calculated in
percent or fixed amount.
Note that a rule can have one or more triggering thresholds. As soon as the threshold is reached it is applied.
Examples:
Upon the creation of the loyalty card, you can define from the tax inclusive amount, that the customer should be enrolled into the loyalty program as soon as the amount of
€100 is reached.
Upon the acquisition of points, from the 1st euro in the sale, the customer gets the equivalent in points.
Application of rules
Field
Description
Welcome benefit
The customer can be granted a benefit when he enrolls for a loyalty program.
Birthday benefit
A specific benefit can be granted to the customer for his birthday.
Benefit on sales receipt
You will define the benefit that will be granted to the customer for his sales receipt.
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Regardless of the type of rule, the application method is always the same: the rule that applies is always the first rule for which the application conditions are met. It is the
priority order of the rules that takes precedence.
Warning!
Triggering thresholds are not taken into consideration during searches. The system will stop searching for a rule as soon as it finds an “applicable” rule, even if there is no
applicable threshold. It is therefore essential to enter rules from the most accurate to the most generic.
Interaction of loyalty with sales conditions and final selling price
When configuring the acquisition of points, discount reasons and discount percentage can be taken into account. The settings are defined in the “Specific conditions” section
( on the right of the screen,) as well as in the “Threshold” section (at the bottom) where you can defined the “Minimum discount %”.
These options limit the accessibility of points, according to the salesperson’s discounts only.
If sales conditions or final selling price discounts (FSP) are applied subsequently, these options will not be used. Loyalty is calculated based on a coefficient without taking
these option into account.
Example based on the screenshot below:
Loyalty Campaign - Overview
A campaign is defined via Campaigns module (available in Sales - Loyalty.) A loyalty campaign is composed of several programs. The campaign includes the list of the stores
that use the campaign. Note that a program must always be associated with a campaign to work.
Description of the tabs in loyalty campaign records
Back Office: Sales - Loyalty - Campaigns
Characteristics tab
You will define the characteristics of the loyalty campaign:
Gross
amount
Salesperson discount
Net amount
SC/FSP discount
Points earned
100
10%
90
90
100
20%
80
0
100
100
20%
80
100
10%
90
50%
45
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- Code and description, currency or multicurrency
- List of available programs: You have access to available programs that are not closed and not associated with a campaign; they have the same currency or currencies than the
campaign.
- List of associated programs: List of the programs contained in the campaign, sorted from the less attractive to the most attractive. You can associate several programs with
the same campaign. You can access the settings of the program by the means of the [...] button accessible when you click the description field. Note that the order specified
cannot be changed if there are renewal or program change rules.
- Select the “Start with first program” option.
- When changing for another program, you can leave the choice to the customer, if you select the option: “Program change: select program”. Otherwise, the change is
performed automatically.
Stores tab
This tab allows you to assign one or more stores to a campaign. The system proposes only the stores that share the same currency as the campaign and that are not associated
with another program. A store can only ever be associated with one loyalty campaign.
Renewal options tab
Card renewal is supported on option. This renewal allows you, from a maintenance threshold, either to close the card, or to continue with the same program, or to downgrade
to another program. The renewal rules are presented in an array:
- The lines correspond to the programs actually used by loyalty cards.
- The columns correspond to the programs to which cards can be downgraded.
At the crossing of the current program and the future one, you can access the renewal screen proposing one or more renewal rules. If no renewal rule was entered, the array
displays the following “Renewal not scheduled” If at least one rule exists, the following message is displayed “Actives rules: X” X being the number of rules.) Only the
threshold to keep up with the same program or the downgrade are possible for the renewal.
Warning!
If no rule is defined or active, the renewal of loyalty cards for this program is not supported. At the end of its validity period, the card will be closed.
Example:
If a campaign defines the following program order: Program A, followed by Program B and then Program C. The renewal screen displays:
The renewal rules determine in particular:
- The threshold to keep up with the program
- Calculation basis (earned total, available total, etc.)
- Applicable to one or more stores
- Applicable to such and such customers or customer groups
- Possibility to define an application period or an exclusion period
You can also manage the card renewal in real or simulation mode (see Scheduled renewal hereafter) for a set of customers.
Options for program change tab
You will manage the conditions of a program change for loyalty cards. Upon the program change, you have different options:
- You can create a new loyalty card for the new program or keep the old one.
- The activation date of the card can be set to the program change date to extend customer loyalty, or you can keep the initial date.
- Extend the validity period of the card by recalculating the end of validity date from the date of the program change.
The “Use of rules for program change” option gives access to the entry of rules.
The “Loyalty acquisition on program change” option enables you to enter the acquisition made by the customer upon the program change in number of points or in amount.
At the crossing of the current program and the future one, you can access the Program change screen proposing one or more applicable rules. The program change rules are
presented in an array:
- The lines correspond to the programs actually used by loyalty cards. The list contains only programs for which an upgrade is possible.
- The columns correspond to the programs to which cards can evolve. The list proposes the programs available from a specific program.
Program C
Program B
Program A
Program A
Active rules: 1
Program B
Renewal not scheduled
Active rules: 1
Program C
Active rules: 1
Renewal not scheduled
Active rules: 1
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Example:
From the example of the renewal for the campaign in question, the Program change screen displays the following:
(1) Display if the “Loyalty acquisition on program change” option is ticked.
With the program change rules, you can determine:
- The triggering threshold of the rule
- The calculation mode in currency or currencies excepted
- The calculation basis:
- currencies excepted: on available total, on earned total, on number of visits, on earned total over a period, by combining totals and number of visits, etc.
- in currency: on purchased total over a period, on tax exclusive or inclusive amount of the sales receipt to take into account, etc.
- According to the calculation basis, you will enter thresholds.
- Limit the application to one or more stores
- Take into account such and such customers or customer groups
- Define the application scope to specific items or item groups
- Possibility to define an application period or an exclusion period
Additions tab
You will manage rewritable cards. Note that the validation of these cards is available for a specific template.
Management rules
A loyalty program can only ever be associated with one loyalty campaign. A campaign groups together one or more loyalty programs.
Scheduled renewal
Back Office: Sales - Loyalty - Renewal of cards
In order to manage your loyalty cards, you can perform a mass renewal. Using the “Calculation of the renewal” command, you will select the cards for which you want to
perform the renewal. The simulation is aimed at calculating for each card the renewal and viewing the result via the Query command. For each card, the query feature
displays: the new program, the renewal status, the new earned total, the new available total, and the new end of validity date. Other information is recovered too: the old
program, the earned total and the available total. All these operations can be scheduled via scheduled tasks.
Warning! Only one simulation is available per loyalty program or loyalty campaign. Starting a new simulation erases the former results.
Loyalty Card
Program B
Program C
Program A
Program change
Active rules: 1
Active rules: 1
Acquisition (1)
Gained value: 100
Gained value: 500
Program B
Program change
Non scheduled change
Acquisition (1)
Gained value: 0
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Information
A loyalty card can be a physical medium or not. It includes in particular the following information:
- About the customer: Customer’s Last- and First names
- About the card: The program associated with the card, the currency, the card number and the type of the card (first assignment, extension, renewal.)
- About dates: Start and end of validity dates, date of the customer’s last visit, activation date of the card and its closing date.
- About aggregates: Gained, Available and Renewal values (the detail of loyalty totals displays the distribution over periods,) and the number of visits.
- Information messages are displayed for benefits of type Welcome, Birthday and Sales receipt.
Query
A loyalty card can be viewed from:
- The customer record
- From the touchpad in the sales transaction entry screen, by clicking a button on the touchpad or using the appropriate menu.
Actions
In the loyalty card, the following actions are available:
- Adjust loyalty (higher or lower)
- Extend the validity date of the card
- Renew a card or simulate its renewal
- Change the program
- View the list of benefits
- Get the available benefit
- Close card
- Issue a new validity card
-
Miscellaneous
A customer can only have one active card per store. A customer can have several loyalty cards for different stores A loyalty card is always linked to just one loyalty program.
Access Right Management
Back Office: Administration - Users and access - Access right management
You must decide which of the following access rights and options should be applied in order to grant or deny access to the relevant customer loyalty functions.
Loyalty card
You can limit the actions to perform on a loyalty card in:
Menu Concepts (26) – Commercial management - CRM
- Close loyalty cards
- Change loyalty program
- Reissuing of loyalty cards
- Modification of the end of validity date for loyalty cards
- Card extension: allocation of an amount
- Manual renewal of a card
- Manual renewal of a card: allocation of an amount
- Ignore mandatory reading of the card
Sales receipts
You can limit actions to be performed on loyalty cards when you enter a sales transaction in the Front Office.
Menu Sales receipts (107) - Access rights - Miscellaneous
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- Correct loyalty total
- Create a loyalty card
- Adjustment of loyalty total limited to threshold 1/threshold 2/threshold 3
Loyalty management
You will manage access to loyalty settings, loyalty card management, and management of gift certificates handled by Headquarters.
Menu Sales (102) - Loans
- Campaigns
- Loyalty programs
- Query cards
- Generate gift certificates
- Reprint gift certificates
Menu Customers (109) - Settings - Loyalty:
Note that this menu only displays programs in read-only mode.
Loyalty gift certificate
Access to loyalty gift certificates is managed via the following menus:
Menu Sales (102) - Retail sales
- Outstanding payments/Loyalty gift certificates
- Non-active payments/Loyalty gift certificates
Menu Sales receipts (107) - Sales
- Outstanding payments/Loyalty gift certificates
- Non-active payments/Loyalty gift certificates
Printing templates
Settings for printing templates of gift certificates will be handled in Menu 112 - Settings/Printing templates/Vouchers/Loyalty certificates
Use of gift certificates
You can limit the use of loyalty gift certificates when you enter a sales transaction in the Front Office using the following menu:
Menu Sales receipts (107) - Access rights
- Payment methods/Loyalty payment
- Register operations/Acquisition of loyalty gift certificate
Loyalty migration
V1-V2 loyalty migration will be managed by the means of Menu 106 - Administration/Maintenance/V1-V2 loyalty migration.
Loyal Customers in Standalone Mode
Loyalty functionalities (acquisition calculations, benefit proposals, card renewal, or program change) are not available in standalone mode.
Loyalty card management
Creation of a loyalty card in standalone mode
In standalone mode, no card creation will be proposed. The loyalty card will be created when sales transactions (receipts) are reintegrated; according to the program options
defined.
Renewal of a loyalty card in standalone mode
The renewal of a loyalty card occurs either at the end of the official validity period of the loyalty card (i.e. When the expiry date of the card is exceeded), or when purchasing
a new loyalty card (this new card replaces the old one, and validity dates are updated consequently.)
Creation of a button to set aside a loyalty card number
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
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In standalone mode, you can set aside a card number to be allocated to a new loyalty card (creation and renewal.)
This feature can be configured on the Keypad settings screen of the register (see Configuring Touch Screen and Keyboard.)
Select “Function” for the button type, and then in the Function field, select “Request for card in standalone mode”.
At checkout, on a manual action from the salesperson, a window is displayed so that the operator can then enter the number of the loyalty card. This number will be saved to
the sales receipt, and will be used later by loyalty processes when reintegrating the receipt. Upon integration, loyalty rules will apply according to several possible cases.
- This number will be taken into account if the card must be created or renewed. The salesperson does not have to enter the number, as the reserved number will be used.
- If the number was reserved by mistake: this number does not affect the integration of the receipt, and, the card associated with the number remains available for another
customer. Information is inserted into the event log to track these errors and alert the salesperson. This information is independent from the reintegration trace of the receipt.
- If no number was reserved, the current operating mode for the creation of the renewal of the card will apply: the entry of a number will be required.
- If there is already a loyalty card, with a number entered in standalone mode, a trace will be added to the event log, and the application displays again a message for the
creation of the card and the entry of the number.
Attention!
None of the loyalty settings will be exported in standalone mode; this card creation or renewal remains without control.
Loyalty price lists in standalone mode
Yourcegid Retail Y2 proposes the application of the loyalty prices to owners of a loyalty card. The appropriate setting is defined in the store record.
The calculation of price list aggregates includes the calculation of loyalty prices and makes them available in standalone mode (see Managing Items in Standalone Mode.)
When customers are exported, the search priority is focused on the loyalty card number, and this is essential to determine if the customer is loyal.
On the register, the following cases may occur in standalone mode:
- With customer export and customer search priorities including loyalty cards, loyalty prices are automatically proposed to loyal customers.
- Without customer export and customer search priorities including loyalty cards: For stores applying loyalty prices, Yourcegid Retail Y2 asks the operator if the customer is
loyal to apply the loyalty price. This is then traced in the event log.
- Unknown customers: Yourcegid Retail Y2 also asks the operator if the customer is loyal to apply this special price.
Customer Services - Contents
Customer Services Management is a module available in Front-Office and Back-Office. Its purpose is to track alterations, repairs, warranty, verification, etc.
Preamble
Introduction to customer services and their different steps
Required settings
General settings
Additional settings
Customer service process
Customer service input
Customer service records in detail
Customer service operations (Customer Service operations to be sent, Quotation requests, Follow-up, clearing, and closing operations)
Internal workshops
Activating internal workshop management
Customer service records: Status
Customer service defect qualification
Overview
Implementation and operation
Managing quantities
Settings
Use
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Inventory movements and customer service operations
Implementation
Use in customer service records
Types of documents
Other functions related to Customer Services
Managing user fields in customer services
Managing workshop coefficients
Dashboard for customer services
Customer service visa
Price lock
Import/export of customer services
Introduction to Customer Services and their Different Steps
Introduction to Customer Services
Customer Services Management is a module available in Front Office and Back Office. Its purpose is to track alterations, repairs, warranty, verification, etc.
Example:
A customer brings an item needing repair into the store. It may or may not have been purchased in this store.
It is important to do the following:
- Carefully describe the object (for refund in case of loss).
- Explain what is wrong if the item is defective, or describe the operations to be completed, possibly with an estimate.
- You will then have to follow up on completion of these operations, subcontracting them to an off-site repair shop.
The Customer Services module allows you to track these steps right up to delivery of the repaired merchandise to the customer.
Customer Services Management is an optional module and must therefore be serialized from the Administration module / Serialization / Module activation. Activate the
serialization of the Customer Services module (P30100).
Activation in company settings will make options available and set them up. For example, they could involve managing internal workshops or managing qualification, by
default.
Customer Services - Step Recap
General Settings for Customer Services
Defining company settings
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Back Office: Administration - Company - Company settings
Go to Commercial management/Customer services. The options described in this section enable you to activate the customer service function and set the default options.
Configuring sites
Store record
Back Office: Basic data - Stores - Stores
Open the store record you wish, and check the “Customer services management” option in the “Contact information” tab, and populate the related settings (described here).
Warehouse record
Back Office: Basic data - Warehouses - Warehouses
You can create a “Customer service warehouse” type warehouse. This type depends on the use of the Customer service module. This type of warehouse enables you to trigger
specific processing related to the Customer services module, and differentiate inventory when taking inventories, if necessary.
The “Managed in WMS” option is available at the bottom of the Warehouse record. It facilitates exchanges between Yourcegid and an external logistics system or customer
services. This option puts conditions on the document type generated from customer service records (draft or not). These types of generated documents can be set in company
settings (see Defining company settings).
When linking a warehouse to a store:
- If the store does not manage customer services and the warehouse is a customer services type, the link will not be made.
- If the store is linked to a customer service warehouse, you cannot uncheck customer services management in the store.
Configuring suppliers
Back Office: Basic data - Suppliers - Suppliers
Select a supplier record, go to the Addition tab and enter the information described here, and then validate.
Note that the Standard tab in the multi-criteria window will propose the customer service option. This will display a list of suppliers appearing in the Customer Services
module. It includes internal workshops as well as external workshops (subcontractors). These suppliers (or workshops) will then be used for services settings and for
associating workshops.
Configuring services
Back Office: Basic data - Items - Services
The services entered must be typed to be used for customer services operations. To do this, check the Alterations/Customer services option in the desired Service record. This
will create a new tab called “Additions”. You can then enter the supplier and deposit amount percentage. Select the type of service in the Characteristics tab, to vary the
behavior of the service according to customer responses :
- Handling fee: This line type will be billed to the customer if the quotation is rejected.
- Shipping costs: This line type is automatically billed to the customer.
- Service: This line type will be billed to the customer if the quotation is accepted.
Managing access rights for customer services
Back Office: Administration - Users and access - Access right management
Activate the following access rights for the user groups of your choice.
Additional Settings for Customer Services
Back-Office: Settings - Customer Services
This section lists the various complementary settings for customer services.
Menu
Sub-menu/Option
Description
Menu (1)—Data Exchange
Data export/Export customer
service records
Authorize or prohibit the export of customer service records.
Menu (26)—Concepts
Commercial management /Cust.
Service management
Several authorizations related to customer service management
may be granted (creation, quotation management, closing, etc.)
Menu (102)—Sales
Customer services and Internal
workshop customer services
You may grant authorization to use these 2 menus.
Menu (105)—Settings
Customer services
Authorize or prohibit the use of configuration functions for
customer services in the Back Office.
Menu (109)—Customers
Customer services
Authorize or prohibit the use of customer service functions in
Front Office.
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Customer service warranty
This option enables you to create accepted warranty types.
Example: Manufacturer’s warranty, extended guarantee.
Customer services type
This option enables you to create a list of customer service types. It will then be available in the “Status / Service” tab in Customer Services. It enables you to classify
services.
Customer agreement type
This menu allows you to define the different methods customers can accept quotations.
Example: by mail, telephone, e-mail, visit, etc.
Customer information type
This menu allows you to define the different methods by which the customer can be informed about a quotation.
Example: by mail, telephone, in store, etc.
Customer refusal type
This menu allows you to define the different reasons why a customer may reject a quotation.
Example: Estimate too much, made too late, changed mind, etc.
Disputes
The Litigation menu allows you to create the types of dispute that can exist with the workshop.
Example: Prep not done, object damaged, late, etc.
Associating workshops to stores
This menu enables you to associate stores to customer services workshops. The workshops are actually suppliers whose customer services box has been checked in the
“Additions” tab in their record.
A “Main” type workshop may be set for each store. It will be proposed as the default workshop when creating customer services records.
This button enables you to change the workshop status (main or not), without opening the record. Select the workshop to modify, then click this button : status changed.
User-defined fields - titles / User-defined tables
There are 10 user-defined tables and 10 checkboxes provided to allow you indicate the status of an item that has been sent for repair. They are fully customizable.
In the case of user-defined tables, once the name of the table has been specified, you need to specify the different values for each table.
Field settings
This feature allows you to determine the fields to be displayed in customer records. Click here for further information.
Customer service receipts and reports
The “Customer Service Reports” and “Customer Service Receipts” commands enable you to change the various reports and receipts managed in customer services via the
report generator.
Customer Service settings and printout recap
The various customer service receipt printouts are managed in the Services tab in register settings (Settings - Front Office - Register). Select the format, template and the
number of copies desired for each Customer Service receipt.
User fields
This topic is described here.
Applications rules for workshop coefficients
This topic is described here
Customer Service Input
Front Office: Customers - Customer services - Customer service input
Other access:
FO: Sales transaction entry window, [Customer services/CUST. SERVICES] button. Note that each customer service action can also be assigned to a touch pad button,
making it easier to access and use this function.
BO: Sales - Customer services - Customer service records
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Header
The following information can be entered in the record header, relating to the store, customer, and workshop (by default the primary workshop linked to the store will be
used.) You can change customer fields and store fields up until the customer service operation has been sent. Phone numbers and e-mail addresses (for customer and
workshop) are included here, making it easier for you to access this information and contact them quickly.
Description tab
This tab allows you to specify the characteristics of the item by retrieving an existing item from the database, or by entering all of the item’s characteristics:
- The description allows you to describe the item, if it is not already included in the database.
- The price and the date of sale are provided for information purposes. If customer service records have been created from a sales document, the item selling price will be
obtained from tax inclusive item prices associated to the store.
- The quantity (see Managing Quantities.)
- References: They may match references issued from a system other than Yourcegid Retail Y2. Three reference types are authorized: Initial, External and Follow-up
- If the “Generate and link inventory movements and customer service records” option is activated for the store, a list of documents relating to the Customer service module
will be displayed (see Defining Company Settings for Customer Services).
- The serial number may be entered, if necessary.
Detailed description tab
There are two fields provided for entering repair descriptions: Description 1 and Description 2. User-defined fields (fields and user-defined tables) configured for customer
services may be entered in this tab (see Configuring Customer Services, section User-defined field titles/User-defined tables).
Qualification/Services tab
This tab enables you to enter detailed information in the chart below. The service will concern either an item under warranty or an item requiring an estimate for a customer
service operation. Consequently, only one of these 2 options can be checked.
Workshop follow-up tab
This field recaps the customer service steps completed so far, showing the date and the supplier that carried out the step.
Item user-defined fields
The user-defined tables and checkboxes are from the item record. When the customer service operation record is created, user-defined field and item information will be
retrieved. Once populated, these fields are no longer linked to the fields in the item record and can be modified freely.
User fields tab
This tab will be displayed if user fields have been enabled (see User Field Management).
Fields
Description
Customer quotation
The customer service operation is subject to the customer's acceptance of the
quotation. Or the item is under warranty (see following option), or the customer
service operation will require an estimate.
Under warranty
Specifies whether the item is under warranty, as well as the corresponding warranty
type.
If this checkbox is selected, the configured Customer service warranty reason must
be selected.
Expected delivery date
This field allows you enter the planned date when the repaired item is to be returned
to the customer.
Services
This is where you enter customer service operations.
The selling price valuation process will use the settings defined for the store's tax-
inclusive selling prices.
The “Accepted” column shows if the service was approved by the customer.
When printing estimates, only approved services will be printed.
The button allows you to search for the services to be added to a customer
services record.
To insert an additional service line. The services available are those associated
with the workshop selected in the header of the customer service record.
Allows you to delete a service line.
Reports or Receipts
This information allows you to select the print template to be used for the customer
and workshop when reprinting documents from the customer service record via the
“Print” button. These fields are not saved when the record is validated.
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Customer Service Records in Detail
Front Office: Customers - Customer services - Customer service input
Back Office: Sales - Customer services - Customer service records
Entering comments in customer services records
If the “Automatic update of event notepad” setting is selected, the notepad to the right of the customer service record will contain the relevant follow-up history.
Validating customer service records
Once the customer service record has been validated, a customer service receipt will be printed, followed by a workshop receipt. If the customer contact information in the
customer service record is different than the information in the customer record, a message will prompt you to apply the changes to the customer record.
Other actions in customer services records
You may perform several actions in customer service records:
Customer Service Operations
Customer service operations to send
Front Office: Customers - Customer services - Customer service to send
Back Office: Sales - Customer services - Customer services to send
This option enables you to display the list of customer service operations not yet sent to a workshop.
Select the customer service operation using the space bar, then click the [Launch processing] button.
Using this button, you can also scan or select a customer service operation to be sent.
Via the customer operations window, the “Workshop shipping info” field, for example, can be used to specify a carrier slip number. A shipping slip will be printed on
validation.
Quotation requests
Front Office: Customers - Customers services
Back Office: Sales - Customer services
Buttons
Description
This button is available only in the multicriteria screen of the List of customer services and enables you
create new customer service records.
Enables you duplicate customer service records. This button is active for workshop returns. Duplication
is only possible for customer service records that have not been closed and have the following status:
- REA: Re-shipment to repair workshop done
- REI: Re-shipment to repair workshop not possible
- RDS: Repair without quotation
- RDA: Repair quotation accepted
- RDR: Refused repair quotation
- RDT: Repair returned
- RDI: Quotation not possible, customer contacted
When duplicating a customer service record, the original record can be closed.
Enables you to cancel the last step, so that the customer service record returns to the previous state. This
option is accessible if the “Last step cancellation” option is authorized.
This button enables you to view the original customer services record for a duplicated customer service
record.
Enables you to specify a notepad. It is controlled by the “Entry of notepad is mandatory” company
setting. The following options are available: Mandatory, Optional, or Mandatory for customer services
under warranty.
The option is available if stock movement management with customer service records is activated (see
Generate and Associate Inventory Movements and Customer Services.)
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A number of additional steps have been added for estimate requests (see the Qualification/Services tab in the customer service record entered).
Quotations - Valuation
When a store is informed of the amount of a repair for which a quotation was generated, you need only see the list of quotations still being evaluated. Selecting the customer
service operation allows you to return to the customer service record in order to complete it. Two buttons enable you to go to the next step :
- Quotation valued
- Repair not possible
If the selling price is zero, the valuation is based on the purchase price with application of the relevant coefficients from the service provider (see Suppliers). The next step is
to notify the customer via the [Call customer] button, which brings you directly to the Quotations – customer reply screen. Since the selling price has already been
communicated to the customer, it cannot be changed in this step.
Quotations – Customer reply
There are several possible steps involved in obtaining customer approval :
- Quotation accepted: the customer approves the repair. The “Confirmed by” field shows how customer approval was obtained.
- Customer informed: the customer has been informed of the amount of the repair and wishes to think it over. The “Information medium” field shows how the customer was
informed.
- Quotation refused: the customer refuses the estimate. The “Reason for refusal” specifies why the quotation was refused.
These three steps are handled on a single screen, and can be completed in a single operation, depending on company operations.
After specifying the methods used to notify customers, you can print the quotation or send it by e-mail.
- The [Send go-ahead] button will display the next step : the Workshop quotation go-ahead screen will open to continue the transaction.
- The [Send workshop go-ahead] button allows you to automatically send an e-mail with a .pdf file to the service provider.
Quotations - OK from workshop
This screen allows you to check all quotations for the purposes of informing the workshop that it can proceed with the repairs, or return the items involved. The [Send
workshop go-ahead] button allows you to automatically send an e-mail with a .pdf file to the service provider. The .pdf file will be saved in the following default directory:
C:\Users\userX\AppData\Local\Temp
Workshop returns
Front Office: Customers - Customer services - Workshop return
Back Office: Sales - Customer services - Workshop return
When the items are returned from the workshop, they must be checked one by one in order to verify that the repair meets standards. The following three options are available
here:
- Repair done
- Repair not possible
- Item must go back to repair shop (repair does not meet standards, error, etc.)
It is also possible to question the price invoiced by the service provider by attaching a dispute (litigation) to each service line. In this case, the customer service department is
initiator of the dispute and will inform accounting that the workshop should not be paid automatically.
Entry via barcode scan is also possible with the [Enter barcode] button in the multi-criteria screen.
Returned to customer
Front Office: Customer - Customer services - Returned to customer
Back Office: Sales - Customer services - Returned to customer
This screen displays the list of customer service operations to be returned to customers.
If the item is under warranty or cannot be repaired, this operation will enable you to close the customer service operation. If services are to be billed, they will appear on the
register screen and the customer will pay as usual. Customer services references will appear the comments line on the register screen. You can also print a customer return
receipt.
Follow-up, balance and closing operations
Front Office: Customers - Customers services
Back Office: Sales - Customer services
Customer service follow-up
This window is available in Front Office and enables you to view all customer service operations:
- Tabs describing the item, its status, and the services to be provided
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- A follow-up tab showing the current customer service step
- A tab showing the accounting stage of the services
Close/Reopen a customer service operation
In case of loss or theft, or if a customer changes their mind, you may close a customer service operation, so that it is no longer included on the lists.
Closure of a customer service record
The quality of a repair may not be acceptable to a customer. In this case, the original customer service record may be closed out and a new one created. A new option in
customer service records implements this operation by duplicating the existing record. When duplicating, closing out the original record will be proposed as an option.
Managing Internal Workshops
Additional steps are available in Back-Office to manage receipt at the internal workshop, valuation of the quotation, description of the repair, and shipment back from the
internal workshop.
Activating internal workshop management.
Back Office: Administration - Company - Company settings
Go to Commercial management/Customer services and specify the following company settings (described here)
- Internal workshop management
- Control when returning an item to the store
- Management of mass repair validations
Customer service records: Status
Delivery slips are created between the stores and the internal repair workshop. Received items can be scanned or entered in the repair workshop by scanning all the items
received. A specific type of slip allows the barcodes to be displayed. The following steps have been added:
Managing Customer Service Defect Qualification
Back Office: Sales - Customer services - Defect identification
Front Office: Customers - Customer services - Defect identification
Presentation
This step allows you to determine the follow-up steps that are to be carried out for the customer service record before it is shipped.
Steps
Original status
Subsequent possible status
Receiving
Internal workshop re-shipment
RDS: Repair without quotation
AVA: Price a quotation
RAM: Internal workshop receiving
RAD: Receipt at internal workshop w/quote
Estimate amount
RAD: Receipt at internal workshop w/quote
CAA: Call customer
CAI: repair not possible
Repair
RDA: Supplier informed - quotation accepted
RAM: Receipt at internal workshop (if no
quotation requested)
RIE: Internal repair done (re-shipment)
RII: Internal repair not possible (re-shipment)
Re-shipment
RIE: Internal repair done
RII: Internal repair not possible
RDR: Refused repair quotation
If the Management of mass repair validations
option is selected, the following status are also
available:
RDA: Supplier informed - quotation accepted
RAM: Receipt at internal workshop (if no
quotation requested)
REA: Re-shipment to repair workshop done
REI: Re-shipment to repair workshop not possible
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Open the desired Customer service record and go to the “Qualification/service” tab. The “Defect identification” field allows you to specify the next steps to be carried out
before the item is sent for repair. It allows you to complete the following:
- Enter more detailed information in customer service record
- Transfer items to another customer service warehouse or send items back to suppliers (for internal customer service).
- Define the repair workshop
- Specify whether a quotation request is to be managed
- Determine if the item can be repaired, then give the green light to the warehouse.
Implementation
To implement this management system, the “Defect qualification step” must be previously enabled (see General Settings).
Operation
This step is available in Back- and Front-Office. It enables you to decide the next step following customer service. You cannot customize the list of defect identification types.
The available options are as follows:
- To qualify: The customer service record has been created but no one has made a decision yet on whether the defect can be repaired.
- Item repairable: The item will be sent to a repair workshop (repair workshop selection/request for quotation, if applicable/warranty status).
- Once this step is complete, the customer service record will be available in the customer service records to be sent to the workshop.
- Item not repairable: The item cannot be repaired.
When qualification management is activated, the following step is added:
Managing Quantities
Quantities are managed in the customer service record based on the options defined for each store.
Settings
Activating quantity management
Back Office: Administration - Company - Company settings
Go to Commercial Management/Customer Services, then check “Manage quantities in customer service records”.
Activating store management
Back Office: Basic data - Stores - Stores
This is done in the “Contact information” tab in the Store record, by checking the “Manage quantities in customer services records” option. When quantity management has
been enabled in company settings, the “Manage single customer service record for the line” option will be activated with the following options:
Use
This setting adds a new field to customer service records. In the “Description of the customer service record,” the “Quantity” field will appear next to the “Date of sale” and
“Selling price” fields. This quantity will then be copied to documents from a customer service record. Remainders are not managed, and the items must not be dissociated. If
Step
Original status
Subsequent possible status
Qualification
QUA: To qualify
INI (item repairable)
QRI (Item not repairable)
Options
Subsequent possible status
Yes
A customer service record will be automatically created for each document line.
Example: An inventory movement line consisting of X items will result in the
creation of just one customer service record with a quantity of X.
No
A customer service record will be automatically created for each document item.
Example: An inventory movement line consisting of X items will result in the
creation of X customer service records.
On request
Whenever a document line contains a quantity greater than 1, the following prompt
will be displayed: “Do you want to create a customer record for each item moved?”
- If YES, X customer service records will be created.
- If NO, only one customer service record with quantity X will be created.
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the “Management of inventory movements and customer services” option is activated, management of the quantities in the customer service record will be taken into account
(see Managing Inventory Movements and Customer Service Operations).
Managing Inventory Movements and Customer Service Operations
Customer services management enables you to associate customer service records to inventory movements. This allows more control in finding repair items. This function
allows you to generate inventory movements for the warehouses so that you can track the progress of the customer service operations resulting from a quality control check as
well as follow up on the inventory situation for items in the customer service record.
These warehouses are defined as customer service warehouses (see Configuring Sites) and the inventory movements resulting from the documents allow you to track internal
customer service operations (exchanges between store and quality department, shipments from quality department to customer service workshop, etc.).
Implementation
Activating inventory movement management
Back Office: Administration - Company - Company settings
Go to Commercial Management/Customer Services, then check “Generate and link inventory movements and customer service records”. The following fields must be must
be populated for the warehouses of type Customer services and warehouses of type Customer services managed in a WMS. It enables you to determine the types for
documents generated from customer service records.
Activating store management
Back Office: Basic data - Stores - Stores
This is done in the “Contact information” tab in the Store record, by checking the “Generate and link inventory movements and customer services records” option. Make sure
the “Associated customer” field in the “Third-party” tab is filled in.
Activating warehouse management
Back Office: Basic data - Stores - Warehouses
This option puts conditions on the document type generated from customer service records. Under Warehouses, the “Customer services warehouse” type allows you to define
specific warehouses for the Customer service module.
The “Managed in a WMS” (Warehouse Management System) option indicates that the warehouse is being managed in system outside Y2 (external logistics or customer
service system).
The created warehouse must be associated to the store in the Stores record, “Linked warehouses” tab.
Use in customer service records
Back Office: Sales - Customer services - Customer service records
In the customer service record, you can create inventory movements using the [Inventory movements] button:
- Transfer the item to another warehouse
- Return the item to a supplier
- Place the item into stock
- Withdraw the item from inventory
This function is accessible for customer service records that corresponds to the customer associated with the store of the customer service record (”Third-party” tab in Store
record).
The type of the document generated is determined by the options defined for the company setting "Generate and link inventory movements and customer service records",
based on whether the warehouse type is “Customer services warehouse” or “Warehouse managed in a WMS”.
The selected warehouse determines the type of document to be generated. For transfers, the sender warehouse is used as the reference for the document type.
Enter all required information via the “Inventory movement” window.
The following comment line is included on the first line of the document: Document generated from customer services record no. XXXXXXX on DD/MM/YYYY.
The document internal reference uses the external reference in the customer service record.
Types of documents
Depending on the document type, you may generate customer service records when validating the document. This function is available for the following document types:
- Supplier returns and Supplier return drafts
- Sent, Request and Draft
- Special inputs, Special outputs, Special input drafts and Special output drafts.
If the “Manage quantities in customer services records” option is activated, creation of the customer service record will depend on line quantity and in the option selected for
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the “Handle one customer service record for the line” function (see Managing Quantities).
Creation of customer service records is optional and may be done as follows:
- By validating the document
- By modifying the document, if there are no customer service records associated with the document, via the [Additional actions/Customer service record] button.
Other Functions Related to Customer Services
Managing user fields in customer services
Activating user field management
Back Office: Administration - Company - Company settings
Go to Commercial management/Default settings, and check “User fields” setting and validate.
Configuring user fields
Back Office: Settings - Customer services - User fields
For more information on user field settings, please see the following section: User Fields.
Creating and using user fields
Back Office: Sales - Customer services - Customer service records
The “User fields” tab in customer service records contains the configured fields. You can populate these fields freely. These fields can also be populated via the [User
fields/Customer services] button available for certain commands. The user fields are available under the selection criteria in the Customers services user fields tab.
Managing workshop coefficients
Coefficients may be defined by supplier (refer to the supplier record, Addition tab); however, you can enable a more exhaustive management of purchase/sale coefficients in
the customer services module. These coefficients are defined from application rules depending on stores and items.
Enabling coefficient management
Back-Office: Administration - Company - Company settings - Commercial management
Go to Customer services and tick the “Management of coefficients by store and by item” company setting (refer to Company Settings - Customer Services.) This setting is not
enabled by default; the coefficient used is the one store at the level of the workshop record, i.e. in the record of the supplier who makes the repair.
If enables, this company settings gives you access to the command that determines the application rules for purchase/sale coefficients.
Note that coefficient management by subsidiary is not supported.
Type settings
Back Office: Settings - Customer services - Types
Rules types can be defined from this command or directly via the command described hereafter:
Application rules for workshop coefficients
Back Office: Settings - Customer services - Application rules for workshop coefficients
Coefficients are defined from application rules based on store and item triggers (Settings module, General menu,) and the supplier record.
As for transfer price rules, each rule has a priority level defined by the user; the first applicable rule is selected. Rules are applied from priority 1 to x. If no rule can be
applied, the coefficient stored in the workshop record will be used by default and applied automatically.
The “Workshop coefficient” field defines a coefficient by workshop in this module.
This management feature is implemented in the current creation of customer service records. Depending on the company setting, the selling price is calculated from the
coefficient of the workshop record or from the coefficient matching the rules.
Dashboard for customer services
Back Office: Sales - Customer services - Dashboard
Customer service records
This dashboard displays information from customer service record headers.
Customer service operations
This dashboard displays information from headers and lines. Fields concerning services and customer services lines, especially purchase and selling prices for service lines
(fields: MSI_PRIXACHAT, MSI_PRIXVENTE in the MSAVLIG table).
A selection criterion enables you to take approved services into account (MSI_DEVISACCEPTE field).
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Please note!
You will need to take into account only the services approved for margin calculations.
Customer service approval
Back Office: Sales - Customer services - Accounting
Customer repairs in dispute must be approved for accounting.
Price lock
Three pieces of information in the customer service record show if prices have been changed. This information is initialized to keep the current function (purchase price
change, but not selling price). These fields can be supplied or modified with data from the import module only. The “Modify the price of services” concept enables certain
users to change prices.
Import / Export
For more information, see Imports and Exports of Customer Service Data.
Imports and Exports of Customer Service Data - Contents
Introduction
Imports and exports of customer service data
Exporting customer service records
List of specific fields
Importing customer service records
Preamble
Creating customer service records
Maintaining customer service records
Imports and Exports of Customer Service Data: Introduction
Overview
Data exports
Data exports can be used to allow the Yourcegid Retail Y2 application to interface with other systems. Yourcegid Retail Y2 enables three types of data exports:
- Export lists: Some reports can be exported directly. You can do this by simply selecting the Export list option on the Page layout tab of the report in question. The report
must be exportable in its current format. Examples: Top-selling items, cash book, sales summaries, etc.
- Direct export to Microsoft Excel: Any list containing this icon, can be exported to Microsoft Excel by simply clicking on this icon. This applies to the screens used for
viewing documents and third-party lists, for example, and to all multiple criteria selection screens in general.
- A specific export module allows you to export a whole range of data, such as the customer service records described in this section.
Data imports
Data imports can be used to allow the Yourcegid Retail Y2 application interface with other systems. It can be used for example to import into the application, items with their
respective settings (categories, dimensions, suppliers etc.) documents, inventory, customers, price lists, etc.
Each of this data type has its own default import format.
The aim of this document is to describe the default import format used to process customer service records, as well as its content.
Click here for further information about data exchanges.
Required settings
Serialization
Back Office: Administration - Company - Serialization - Activation of modules
The "File Exchange Management (P30370)” must be serialized and validated before you can use this functionality.
Access rights management
Back Office: Administration - Users and access - Access right management
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Select the Data exchanges (1) menu and enable access rights for the user groups you want.
Exporting Customer Service Records
Back Office: Data exchanges - Data export - Export customer service records
List of specific fields for the export of customer service records
The fields of the following tables are available:
- ETABLISS (Stores)
- ARTICLE (Items)
- MSAVLIG (Services linked to the customer service records)
- MSAVENT (Customers service operations) and TIERS (Third-parties)
An export option available in the Status tab allows the export of record headers only.
There is also a number of specific fields available, identified by a $$ prefix. To display them when defining the settings of the export code (see the Settings tab), specify $$ in
the Filter field.
Importing Customer Service Records: Preamble
Back Office: Data exchanges - Data recovery - Data Import
The import wizard allows you to retrieve customer service records.
Given the structure of these documents, settings are based on the MSAVENT table and use a number of specific $$_ fields to populate the MSAVLIG table. This table
should never be populated directly using the import wizard.
It is possible to create records, and there are several modification options available. Controls about the mandatory character of data, existence and consistency checks are
performed based on the information provided in the import file. Due to the complexity of operation of the customer service process, changes on the records are possible, but
limited and supervised. These changes depend on the $$_MAJPARTIELLE field:
- Update of references
- Workshop valuation quotation - Supersede service
- Quotations - Customer's reply
- Workshop Go-ahead
- Workshop repair done - Update service
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- Workshop repair not possible
- Repair done - Workshop re-shipment - Update service
- Workshop re-shipment - repair not possible
- Repair done - Workshop re-shipment - Supersede service
Note on price changes
Note that the quotation purchase price, the final purchase price and the selling price may be non-modifiable after import, if this request is specified at the time of the import.
The import format has been deliberately restricted. The following fields allow you to define the key:
- Customer service no.
- External reference of customer service: mandatory, if the customer service number is not entered since this field allows you to identify the record.
Two lines belonging to the same customer service record must be consecutive and must have the same ID. In creation mode, it is possible to create only the header of a
customer service record without service lines. These lines must be added later during modifications allowing you to supersede services.
Note that it is also possible to create a customer service record without service ($$_MAJPARTIELLE is not populated then.) There are finally two solutions to add services:
- Manual entry
- Import for workshop valuation (($$_MAJPARTIELLE = 002), provided that the status of the record is “Quotation to value” or “Repair without quotation”.
The existing lines are then canceled and replaced with those from the import file.
Creating Customer Service Records
List of available fields
Note that for certain fields, one of the identification methods is mandatory.
List of available fields
MSA_ETABLISSEMENT
Store of customer service operation
MSA_REFEXTERNE
External reference
MSA_REFSUIVI
Follow-up reference
MSA_REFINITIALE
Initial reference
MSA_TIERS
Customer code
MSA_TELEPHONE
Phone
MSA_TELEX
Phone no. 2
MSA_EMAIL
E-mail
MSA_REPRESENTANT
Salesperson
MSA_FOURNISSEUR
Workshop
MSA_IDSERIE
Serial number
MSA_ARTAREPARE
Reference of the item to repair. Field MSA_ARTAREPARE
corresponds to GA_ARTICLE.
Mandatory
$$_CODEDIMGPAO 1 to 5
Dimension codes 1 to 5 for CAPM
Mandatory
$$_CODEBARRE
Barcode of the item to repair
Mandatory
MSA_PRIXACHATART
Item selling price
MSA_DATEACHAT
Sales date
MSA_GARANTIE
Under warranty
MSA_COUTGARANTIE
Cost of the warranty
MSA_MOTIFGARANTIE
Warranty reason
MSA_INFOTYPESAV
Type of customer services
MSA_DEVISDEMANDE
Quotation inquiry
MSA_DEVISFORCE
Forced quotation
MSA_DATELIVPREV
Expected delivery date
MSA_MOTIFIMP
Impossible repair reason
MSA_MOTIFSOL
Settled service reason
MSA_BOOLLIBRE 1 to A
User-defined decision 1 to 10 – Customer services
MSA_LIBREPR 1 à A
s User-defined table 1 to 10 - Customer services
Description of the service. Please note: This description can be
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Since customer service records manage user fields, these are available in the import format via the $$_ fields in the list of available fields:
- $$_CHAMPUTILISATx User field
- $$_CHAMPVALEURx Value of the user field
If one of these two fields is shifted to the right in the import format, the associated second field will also be shifted to the right, and a number will be attributed to them:
- $$_CHAMPUTILISAT1
- $$_CHAMPVALEUR1
- $$_CHAMPUTILISAT2
- $$_CHAMPVALEUR2
- $$_CHAMPUTILISAT3
- $$_CHAMPVALEUR3
- ...
The user must specify the relevant user field for each $$_CHAMPUTILISATx field.
During import, the $$_CHAMPVALEURx field values are checked to ensure that they comply with all user field characteristics:
- Boolean
- Value
- String
- Selection list
In order to simplify checks, user restrictions are deactivated during the configuration and import phases.
For imports, the record type is always set to Customer services for imports. The status of the service depends on whether or not the record contains a workshop. If the record
does not contain a workshop, it is set to "To qualify"; if it does contain a workshop, it is set to "Initial".
Item fields, as well as the supplier of the item to repair, user-defined decisions and tables, are initialized based on the item record.
Notes:
Customer service records must be imported completely or not at all.
All necessary customer service information not present in the import format will be updated by the import wizard by default.
Not all of this information has to be present in the record, as it can be initialized by default.
Maintaining Customer Service Records
Maintenance involves modifying records which have already been integrated. A $$_MAJPARTIELLE combo box field has been added specifying:
- That the update is partial, only some of the fields will be updated.
MSA_LIBELLE
modified during the service, if the workshop makes changes for
example.
MSA_DESCRIPTION1 and
MSA_DESCRIPTION2
In addition to MSA_LIBELLE, this field is used to enter the issue in
other languages.
$$_PRESTATION
Yourcegid item code for the service
Mandatory
$$_CODEBARREPRESTA
Barcode of the service item
Mandatory
$$_ACOMPTE
Deposit paid
$$_PRIXACHAT
Purchase price
$$_DEVISEPA
Purchase price currency (store currency by default)
$$_PRIXVENTE
Selling price
$$_DEVISEPV
Selling price currency (store currency by default)
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- The customer service step updated by the import.
Possible modifications are described hereafter.
Update of references
For update type "001", Yourcegid Retail Y2 updates external and/or follow-up references based on the number of the customer service record. This update can be carried out
at any point during the customer service process.
- $$_MAJPARTIELLE = 001
Only fields for external and/or follow-up references are processed in the import file.
Workshop valuation quotation - Supersede services
The customer service record is created in Yourcegid Retail Y2, and exported to the external system which values the repair. Yourcegid Retail Y2 retrieves this valuation and
sets the status of the customer service record to "Call customer". The fields available for update type "002" are as follows:
Note that one of the identification methods for the repair service is mandatory: Yourcegid item code or barcode.
The conditions and updates carried out are as follows:
- The customer service record must be set to "Quotation to value" or "Repair without quotation" (field MSA_SAVETAT = AVA or RDS).
- The import supersedes all service lines. All services must be included in the file to import. Those which were initially present and not resent are lost.
- The service record then undergoes the next step: Customer to call (field MSA_SAVETAT = CAA).
- The return date of the workshop quotation is updated (MSA_DATEREPTRANS).
Quotations - Customer's reply
The customer service record is created in Yourcegid Retail Y2 and valued. Following the customer’s reply indicating whether or not the repair should be carried out, the
customer service record undergoes the following step: Quotations – customer reply. This update involves importing the customer reply. The fields available for update type
"003" are as follows:
The conditions and updates carried out are as follows:
The customer service record must undergo one of the following steps:
- Call customer – CAA
- Call customer, impossible – CAI
- Quotation accepted, awaiting confirmation – CAC
- Customer informed, quotation awaiting reply – CAF
- Quotation accepted – CAC
List of available fields
MSA_NUMSAV
Customer service no.
MSA_REFEXTERNE
External reference
$$_PRESTATION
Yourcegid item code for the service
$$_CODEBARREPRESTA
Barcode of the service item
List of available fields
$$_ACOMPTE
Deposit paid
$$_PRIXACHAT
Purchase price
$$_DEVISEPA
Purchase price currency (store currency by default)
$$_PRIXVENTE
Selling price
$$_DEVISEPV
Selling price currency (store currency by default)
$$_MAJPARTIELLE = 002
List of available fields
MSA_NUMSAV
Customer service no.
MSA_REFEXTERNE
External reference
$$_REPDEVISCLIENT
Customer's reply: CLA – Q quotation accepted, CLR – quotation refused
MSA_INFOREPCLI
Type of the customer agreement
MSA_INFOREFUSCLI
Info on customer refusal – quotation
$$_MAJPARTIELLE = 003
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- Quotation refused – CLR
The record subsequently undergoes one of the following steps:
- Quotation accepted: field MSA_SAVETAT= CAC
- Quotation refused: field MSA_SAVETAT = CLR
- Accepted quotation confirmed: MSA_SAVETAT field = CLA
The customer reply date is updated (MSA_DATEREPCLI)
Workshop go-ahead
The customer service record is created in Yourcegid Retail Y2 and valued. Following the customer's acceptance, the repair is carried out. This update involves importing the
workshop go-ahead. The fields available for update type "004" are as follows:
The conditions and updates carried out are as follows:
The record must be set to "Quotation accepted" (field MSA_SAVETAT = CAC)
- The service record then undergoes the next step: Customer reply - accepted quotation confirmed and transmitted to workshop" (MSA_SAVETAT field = CLA).
- The return date of the workshop quotation is updated (MSA_DATEREPTRANS).
Workshop repair done - Update service
The customer service record is created in Yourcegid Retail Y2 and valued. Following the customer's acceptance, the repair is carried out. This update involves importing the
“Workshop repair done” step, as well as the final valuation of the repair. The fields available for update type "005" are as follows:
Note that one of the identification methods for the repair service is mandatory: Yourcegid item code or barcode.
The conditions and updates carried out are as follows:
- The customer service record must be set to "Quotation accepted", "Initial", or "Repair without quotation" (field MSA_SAVETAT = CLA/INI/RDS).
- The service record then undergoes the next step: Workshop repair done (field MSA_SAVETAT = RAE).
- The Workshop return date is updated (MSA_DATEREPARE).
Workshop repair not possible
The customer services record is created in Yourcegid Retail Y2 and valued. The customer has either accepted ore refused; repair is not possible. This update involves
importing the following step: Workshop repair not possible. The fields available for update type "006" are as follows:
The conditions and updates carried out are as follows:
- The customer service record must be set to "Quotation accepted and confirmed", "Quotation refused ", "Initial", or "Repair without quotation" (field MSA_SAVETAT =
CLA/CLR/INI/RDS).
List of available fields
MSA_NUMSAV
Customer service no.
MSA_REFEXTERNE
External reference
$$_MAJPARTIELLE = 004
List of available fields
MSA_NUMSAV
Customer service no.
MSA_REFEXTERNE
External reference
$$_PRESTATION
Yourcegid item code for the service
$$_CODEBARREPRESTA
Barcode of the service item
List of available fields
$$_ACOMPTE
Deposit paid
$$_PRIXACHAT
Purchase price
$$_DEVISEPA
Purchase price currency (store currency by default)
$$_PRIXVENTE
Selling price
$$_DEVISEPV
Selling price currency (store currency by default)
$$_MAJPARTIELLE = 005
List of available fields
MSA_NUMSAV
Customer service no.
MSA_REFEXTERNE
External reference
$$_MAJPARTIELLE = 006
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- The service record then undergoes the next step: Workshop repair not possible (field MSA_SAVETAT = RAI).
- Internal repair date is updated (MSA_REPAREDATE).
Repair done - Workshop re-shipment - Update service
The customer service record is created in Yourcegid Retail Y2, and the repair is carried out. This update involves importing the following step: Repair done - Workshop re-
shipment. The fields available for update type "007" are as follows:
Note: One of the identification methods for the item to repair is mandatory: Yourcegid item code or barcode.
The conditions and updates carried out are as follows:
The customer service record must be set to "Initial", "Quotation accepted ", or "Repair without quotation" (field MSA_SAVETAT = INI/CLA/RDS).
- The service record then undergoes the next step: Repair done - Workshop re-shipment (field MSA_SAVETAT = RAE).
- Update of the shipping date (MSA_DATEEXPEDITION).
- The customer service record is valued.
Workshop re-shipment - repair not possible
The customer services record is created in Yourcegid Retail Y2 and valued. The customer has either accepted ore refused; repair is not possible. This update involves
importing the following step: Workshop re-shipment - repair not possible. The fields available for update type "008" are as follows:
The conditions and updates carried out are as follows:
- The customer service record must be set to "Quotation accepted and confirmed", "Quotation refused ", "Initial", or "Repair without quotation" (field MSA_SAVETAT =
CLA/CLR/INI/RDS).
- The service record then undergoes the next step: Workshop re-shipment - repair not possible (MSA_SAVETAT field = REI).
- Update of the shipping date (MSA_DATEEXPEDITION).
Repair done - Workshop re-shipment - Supersede service
The customer service record is created in Yourcegid Retail Y2, and the repair is carried out. This update involves importing the following step: Repair done - Workshop re-
shipment. The fields available for update type "009" are as follows:
Note that one of the identification methods for the repair service is mandatory: Yourcegid item code or barcode.
List of available fields
MSA_NUMSAV
Customer service no.
MSA_REFEXTERNE
External reference
$$_PRESTATION
Yourcegid item code for the service
$$_CODEBARREPRESTA
Barcode of the service item
List of available fields
$$_ACOMPTE
Deposit paid
$$_PRIXACHAT
Purchase price
$$_DEVISEPA
Purchase price currency (store currency by default)
$$_PRIXVENTE
Selling price
$$_DEVISEPV
Selling price currency (store currency by default)
$$_MAJPARTIELLE = 007
List of available fields
MSA_NUMSAV
Customer service no.
MSA_REFEXTERNE
External reference
$$_MAJPARTIELLE = 008
List of available fields
MSA_NUMSAV
Customer service no.
MSA_REFEXTERNE
External reference
$$_PRESTATION
Yourcegid item code for the service
$$_CODEBARREPRESTA
Barcode of the service item
List of available fields
$$_ACOMPTE
Deposit paid
$$_PRIXACHAT
Purchase price
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The conditions and updates carried out are as follows:
The customer service record must be set to "Initial", "Quotation accepted ", or "Repair without quotation" (field MSA_SAVETAT = INI/CLA/RDS).
- The import supersedes all service lines. All services must be included in the file to import. Those which were initially present and not resent are lost.
- The service record then undergoes the next step: Repair done - Workshop re-shipment (field MSA_SAVETAT = RAE).
- Update of the shipping date (MSA_DATEEXPEDITION).
- The customer service record is valued.
Customer Orders - Contents
The principle of the customer orders module is simple. A customer comes to the store and finds that the item that he or she wants to purchase is not available in the store. The
salesperson enters an order for the customer via the Sales receipts module in the Front-Office. The customer can pay a deposit to confirm the order. When the order is
confirmed, the paid deposit is added to the receipt with the reference of the order in question. At this step, the document type entered is a customer order (CC) that is
transferred to the Headquarters immediately. When the ordered item is received by the Headquarters, they generate an available order that is sent to the store. At this step, the
document type is no longer a customer order (CC), but an available order (CDI). When the customer returns to the store, and is identified at the cash register, a message alerts
the salesperson that the ordered items are available.
General settings
Defining register settings
Defining shipping fees
Configuring the store
Configuring loan management
Keeping the tax inclusive selling price for the item
Keeping the same salesperson during the whole transaction
Defining search methods for available orders
Managing access rights
Customer orders in Front Office
Creating a customer order
Managing customer orders in Front Office
Delivering an order to the customer
Generating an available order from a customer order directly in the store
Validating a transfer notice in the store
Closing a customer order or an available order
Paying deposits
Customer orders in Back Office
Processing customer orders
Managing customer orders in Back Office
Managing available orders in Back Office
More about customer orders
Additional information
General Settings for Customer Orders
Defining register settings
$$_DEVISEPA
Purchase price currency (store currency by default)
$$_PRIXVENTE
Selling price
$$_DEVISEPV
Selling price currency (store currency by default)
$$_MAJPARTIELLE = 009
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Back Office: Settings - Front Office - Register - register record/Services tab
Front Office: Settings - Registers - Registers - register record/Services tab
Authorizing the management of customer orders
To enable the management of customer orders, tick the Customer order management checkbox.
Once this management authorized, the [Customer services/Customer orders] button appears on the sales transaction entry screen.
Defining the amount of the deposit payment and the rounding
This step is optional as you can create a customer order without asking for a deposit payment. If this is the case, just ignore this step. If you want to handle the payment of
deposits for your customer orders, then define the following configuration:
- Define in the "Register operation" field the register operation corresponding to a deposit payment (VA) for a customer order. It is the amount the customer will pay when he
passes the order.
The "%due - Customer orders" field specifies the amount of the percentage the customer must pay for the order.
The "Rounded" field is used to select the type of rounding to apply.
Defining shipping fees
If you want to collect the amount corresponding to shipping fees, the latter must be configured as follows:
Defining shipping fees
Back Office: Settings - Management - Freight and expenses
Click the [New] button to create a record, and populate the various fields used to calculate the expenses to apply to items.
Enabling freight and expenses for customer orders
Back Office: Settings - Documents - Documents/Types
Select type Customer order (CC) and go to tab Miscellaneous. Tick the "Open expenses at end of data entry" checkbox, and validate.
When the operator enters a customer order, the Freight and expenses window appears where the operator may select the amount matching the expenses to collect.
Defining store settings
Back Office: Basic data - Stores - Stores
At least one store of the type Headquarters must exist, which will act as a sender store for transferring items (between the Front Office and the Back Office.) This is defined
in the store record. Open the record of the store that will be the sender store for the item transfer.
In the Contact information tab of the record, select "Headquarters" for the "Type" field. Check that this setting has been taken into account by opening in the Back Office the
Processing command via Sales - Retail sales - Customer orders.
The Settings tab of the window displays the store of the transfer you have just defined.
Defining remainder management
Back Office or Front Office: Settings - Documents - Documents/Types
This configuration enables the operator, in the case of partial delivery to the customer to determine whether the order will be closed.
Example:
Let us assume that the store receives only 2 items out of the 3 ordered by the customer.
- The remainder management is enabled: When generating the available order, the customer order still remains in progress to enable the future receipt of the quantity still to
receive.
- The remainder management is disabled: When generating the available order, the customer order is closed automatically, and only the quantity effectively received will be
delivered to the customer. However, if need be, a new customer order can be entered.
Procedure used to enable or disable the remainder management
When the document type window is displayed, select the Customer order type (CC), then select the Inventory tab.
Depending on whether you want to support the remainder management, tick or not the Remainder management checkbox.
This setting will be taken into account as soon as you reconnect. Perform the same operation for the Available order type (CDI).
Keeping the tax inclusive retail selling price of the item for the customer order
The following settings allow you to obtain the retail selling price for the item inclusive of taxes when entering a customer order.
In the customer record
Back Office: Basic data - Customers - Customers
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In the Front Office, customers must be configured as Individual customers (see tab General), and “Tax excl. invoicing” field must be unchecked (Conditions tab).
In the document types
Back Office: Settings - Documents - Documents/Types
In the Employee tab, the type of the sales representative must be set to "All":
In the Valuation tab:
- The Invoicing type option must be set to "Customer invoiced".
- The Proposed price option must be set to "Selling price".
- If retail price lists are used, the Use price list when calling price checkbox must be ticked.
In the company settings
Back Office: Administration - Company - Company settings - Commercial Management/Default settings
Just remind: When the "Third-party with tax excl. invoice by default" company setting is checked, customers are created in Tax exclusive invoicing mode by default.
Keeping the same salesperson during the whole transaction
Back Office: Settings - Documents - Documents/Types
It may happen that the salesperson who created the order is not present in the store to deliver the order to the customer There is a setting that allows you to keep the
salesperson, who initiated the order, in the sales line when the product is delivered to the customer.
For document types Available order (CDI) and Receipt (FFO), tick the "Keep the salesperson from previous document" checkbox available in the Employee tab.
Moreover, exceptions per store can be defined via the [Additions - Per store additions - tab General] button.
Defining search methods for available orders
Back Office: Administration - Company - Company settings
A company setting defines the search method for available orders. Click here for further information.
Managing access rights
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
Activate the following access rights for the user groups of your choice:
Menu (26)—Concepts - Commercial management/Document entry
The options on this menu allow users to perform the following:
- View customer orders in notice validation
- Generate available orders in notice validation
Menu (102)—Sales - Retail sales/Customer orders
The options available on this menu allow you to authorize the relevant user groups to carry out the following actions in Front Office:
- Query orders
- Query order lines
- Modification
- Processing
- Query available orders
- Query available order lines
- Close available orders
Menu (107)—Sales receipts - Access rights/Customer services
- Create a customer order: This option allows you to authorize the relevant user groups to enter customer orders on the register.
- Search for an available order: This option allows you to authorize the relevant user groups to search customer orders on the register.
- Authorize an order available in another store: This option allows the user to process available orders from another site.
- Change the salesperson of a recovered document line: This option allows you to force the change of the original salesperson in the case where the salesperson who initiated
the order is different from the person who delivers the order to the customer.
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Menu (109)—Customers - Customer orders
The options available on this menu allow you to authorize the relevant user groups to perform the following actions in Front Office:
- Enter customer orders
- Query by document
- Query by line
- Modify customer orders
- Edit customer orders and inventories
- Generate available orders
- Query available orders by document
- Query available orders by line
- Modify available orders
- Close available orders
- Close customer orders
Customer Orders in Front Office
Creating a customer order
Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].
Procedure
1. Create or search for the customer who wants to pass an order.
2. Click on the [Customer services - Customer orders - Enter an order] button.
The customer order displays with the name of the customer.
3. Enter the items to order, their quantities and possible comments.
A delivery date may be mentioned too.
4. Once validated, the order will be printed in report or receipt format.
The receipt entry window will appear and display a deposit amount to pay.
This amount is calculated according to the settings defined in register settings.
5. At this point, you can:
- finalize the order and collect deposits or not;
- proceed with the sales transaction if the customer wants to make other purchases in addition to the order.
Warning!
If freight and expenses have been defined, a window displays and prompts the operator to select the expenses to add to the order.
6. Once the order validated, the purchase order is printed out, either in report format or receipt format.
The customer order is created (document type CC.) CC).
7. After validating the order, a Deposit payment line appears as a financial item in the lines of the receipt.
The amount specified corresponds to the percentage defined in the register settings.
Note that the customer order can be passed via the Customers module - Customer orders - Enter.
Managing customer orders in Front Office
Query customer orders
Front Office: Customers - Customer orders - Customer orders - Query
Customer orders can be viewed by document or by line.
Modify customer orders
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Front Office: Customers - Customer orders - Modify customer orders
You can modify a customer order in Front Office at any stage, as long as the order hasn’t been processed.
Edit customer orders and check inventory level
Front Office: Customers - Customer orders - Edit customer orders and inventory
This feature is used to review the customer orders in progress and assess the available inventory according to various item or customer criteria.
Upload customer order to Headquarters
Orders are uploaded immediately.
Query available orders
Front Office: Customers - Customer orders - Available orders
Available orders can be viewed by document or by line.
Delivering an order to the customer
Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].
Once the Headquarters have processed the customer order and generated the transfer, the order is available in the store and can be handed out to the customer when he comes
to the store.
Available order with an identified customer
1. Search for the customer who passed an order.
The following message displays: “The items ordered by the customer are now available. Do you want to hand them over?”
2. If the answer is YES, a list displays where the operator can select the customer's order.
Please note!
If the operator selects an order that does not belong to the customer selected previously, the following question prompts the operator to confirm the selection: “The customer
associated with the available order is not the customer associated with the receipt. Do you want to proceed?”
Once the customer selected, the order lines are integrated with the current sales receipt.
3. When entering the sales receipt, the salesperson reminds the customer of any deposits that may have been paid when the order was created.
The customer can then complete the payment.
4. The order is then closed whatever the quantity delivered to the customer.
Note that the order can also be retrieved via the [Customer services], option Customer orders - Search for an available order.
Available order with a fictitious customer
You can search for an available order without identifying its customer. Therefore, the search by reference feature must be enabled (refer to Company Setting “Search by
reference” in the Front Office Tab.)
In the sales transaction entry screen, click the [Customer services - Search for an available order]. The “Search for available documents” displays and allows you to find
a document by its reference; or via a multicriteria search.
Generating an available order from a customer order directly in the store
Most often, the generation of available orders from customer orders is performed in the Back Office. However, it is possible to process these orders directly in the store by
providing the items the customer has ordered:
- By validating a delivery notice or a transfer notice from the Headquarters. This will update inventory and make ordered items available.
- By generating an available order directly in the store, without any reference to a delivery or a transfer (for example, in the case where the store did not have time enough to
validate the notices.)
Generating an available order by validating a delivery notice or a transfer notice
Front Office: Management - Transfers - Validate transfer notices
Front Office: Management - Receipts and returns - Validate delivery notices
When validating a transfer notice or a delivery notice (not linked to a customer), a check allows you to verify the existence of customer orders relating to the items received:
The salesperson can then view the customer orders in question, and generate the associated available orders.
Generating an available order directly
Front Office: Customers - Customer orders - Generate available orders
This feature allows you to make the customer order immediately available in the store, even if the store did not have time enough to validate its transfer or delivery notices.
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The list returning the orders displays them line by line; this means that you may have as many lines as various items composing the order. However, the available order is
generated by document
Search for the order you want to make available and open it by double-clicking on the appropriate line.
Once the order displayed, specify in column Quantity the quantity effectively received and validate.
Whether you handle remainders or not, the order will remain in progress or be closed automatically.
Validating a transfer notice in the store
Front Office: Management - Transfers - Validate transfer notices
If the store itself validates its transfer notices, the created notice must be validated as any other usual transfer notice.
Closing a customer order or an available order
Front Office: Customers - Customer orders - Close orders
In cases where a customer never comes back to collect the order, whether the items are received in the store or not, it is possible to close the customer orders and/or available
orders. This renders the selected available orders inactive.
Paying deposits
Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].
This feature is used to resume a customer order for which you want to pay deposits afterwards.
1. Press the [Customer services], option Customer orders - Payment of deposits, and then search for the customer who passed the order.
The Selection of customer orders window displays and enables the selection of the order for which you want to pay deposits.
Once the order selected, the Sales transaction entry screen appears again.
2. Specify the amount corresponding to the deposits and the payment method used, and validate.
The receipt is then printed.
Customer Orders in Back Office
Processing customer orders
Back Office: Sales - Retail sales - Customer orders - Processing
This feature is used to process the customer order to pass it from status "Customer order" to "Available order". It also handles the required inventory transfers.
Create an available order
1. After a multiple criteria search, the screen displays the list of the customer orders that match your search criteria.
2. Run the process by double-clicking on the order.
The order opens allowing you to complete the quantities to be transferred to the store.
3. Once validated, a new document is created
It is an available order (of document type CDI).
Generate transfers
After the creation of the available order:
- If the store validates its transfer notices; a sent transfer (document type: TEM) and a transfer notice (document type: TRV) are created.
- If the store does not validate its transfer notices, a received transfer (document type: TRE) is created.
Once the available order and transfers have been generated, the customer order is no longer active (if it has been processed in its entirety.) It is therefore no longer possible to
view it as a current customer order. Only the available order can be viewed.
Managing customer orders in the Back Office
Query customer orders
Back Office: Sales - Retail sales - Customer orders - Query
Customer orders can be viewed by document or by line.
Modify customer orders
Back Office: Sales - Retail sales - Customer orders - Modification
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After a multiple criteria search, the screen displays the list of the customer orders that match your search criteria. You just have to open the order of your choice to modify it.
Managing available orders in the Back Office
Query available orders
Back Office: Sales - Retail sales - Customer orders - Query available orders
Available orders can be viewed by document or by line.
Downloading available orders to the store
Available orders and their corresponding transfers are downloaded immediately.
Close an available order
Back Office: Sales - Retail sales - Customer orders - Close available orders
In cases where a customer never returns to the store to collect his/her order, it is possible to close the available order. This renders the selected available orders inactive.
Additional Information
Link between receipt and customer order
There is no link between the receipt and the customer order. The modification of one document has no impact on the other.
For example, if a receipt is cancelled, the order will not be cancelled. In the same way, if the amount of the order is modified, the deposit amount in the receipt will not be
changed.
Information on transfers
The transfer includes the following information:
- The third party of the transfer is the customer concerned by the transfer.
- The transfer is valued based on the purchase price defined in the document type settings.
Inventory
Once the items have been received, the salesperson validates the transfer notices, which triggers an update of the store’s inventory. These items are accounted for in the store’s
current computer inventory. They are not reserved from the point of view of the information system. However, the salesperson can physically label the items by attaching the
purchase order to them, or by placing them on a specific rail.
Once the transfer is validated, the salesperson is alerted that the merchandise is intended to fulfill a customer order. The salesperson can then inform the customer that the
order has arrived.
Stockout
The stockout is no longer calculated for the receipt lines originating from an available order.
Customer Reservations - Contents
In Yourcegid Y2, one or more items can be reserved by a customer for a later purchase. Unlike in customer orders, items are actually present in store inventory, but customers
will make their purchase later. Items are reserved until the customer returns. The customer can pay a deposit to confirm the reservation. When a reservation is confirmed, the
deposit is added to the receipt with the reference of the reservation in question. Once a customer reservation is validated, items can be recovered in various ways:
- Several reservations can be recovered in one operation on the same sales receipt.
- Some of the reserved items can be recovered now and others later by a customer, or they can be closed if the customer does not return.
Various analyses such as dashboards, are used to track these reservations.
General settings
Defining register settings
Defining remainder management
Defining search methods for available reservations
Access rights management
Customer reservation management
Creating a customer reservation
Delivering a reservation to a customer
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Additional Actions and Information
Additional actions (query, modify, close reservations)
Additional information (status, shortage, analyses)
Customer Reservation Settings
Defining register settings
Back Office: Settings - Front Office - Register - register record/Services tab
Front Office: Settings - Registers - Registers - register record/Services tab
Authorizing reservation management
To enable the management of customer reservations, check the “Customer reservation management” checkbox. Once this management authorized, the [Customer
services/Customer reservations] button appears on the Sales transaction entry screen.
Defining the deposit amount and rounding
This step is optional, as you can create a customer reservation without asking for a deposit. If this is the case, just ignore this step. If you want to handle the payment of
deposits for your customer reservations, then enter the following fields:
- Register operation: enables you to define the register operation corresponding to a deposit payment (VA). This is the amount a customer puts down when reserving items.
- % due - Customer reservations: specifies the amount of the percentage the customer is to put down for the reservation.
- Rounded: used to select the type of rounding to apply.
Defining reservation periods
The “Number of authorized days” field is used to limit the reservation period by proposing an expiration date when the items are reserved. However, a reservation is still
considered in progress, as long as it is not closed by the operator (please refer to Close/Reopen a reservation".)
Defining remainders
Back Office or Front Office: Settings - Documents - Documents - Types
This configuration enables the operator, in the case of partial delivery to the customer, to determine whether the reservation will be closed.
How it works
A store receives only 2 items out of the 3 reserved by the customer:
Remainder management enabled: at the cash register, when the customer comes to the store to pick up the reserved items, a message will ask the salesperson if they want to
keep the remainder of the reservation.
- If the answer is YES, the reservation of the missing item will stay active for a later purchase.
- If the answer is NO, the reservation for the missing item will be closed.
Remainder management: when a customer comes to pick up the reserved items, the reservation for the missing item will close automatically.
Procedure used to enable or disable remainder management
When the document type window is displayed, select the Customer reservation type (RDI), then select the Inventory tab. Depending on whether you want to support
remainder management, you can tick the “Remainder management” checkbox and save. This setting will be taken into account as soon as you reconnect.
Defining search methods for available reservations
Back Office: Administration - Company - Company settings
A company setting (go to Commercial management/Front Office) defines the search method for available reservations. Click here for further information.
Access rights management
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
Activate the following access rights for the desired user groups in the following menus:
Menu (102) — Sales - Retail sales/Customer reservations
The options available on this menu allow you to authorize the relevant user groups to carry out the following actions in Front Office:
- Query by document
- Query by line
- Modify customer reservations
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- Close customer reservations
- Reopen customer reservations
Menu (107)—Sales receipts - Access rights/Customer services
- The "Create a customer reservation" line allows you to authorize the relevant user groups to enter reservations on the register.
- The "Search for a customer reservation" line allows you to authorize the relevant user groups to search for customer reservations on the register.
Menu (109)—Customers - Customer reservations
The options available on this menu allow you to authorize the relevant user groups to perform the following actions in Front Office:
- Query by document
- Query by line
- Modify customer reservations
- Close customer reservations
- Reopen customer reservations
Customer Reservation Management
Creating a customer reservation
Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].
Customer reservations are entered directly in the sales receipt window, using the [Customer services/Customer reservations/Enter a reservation] button in the toolbar. A
specific button can also be created on the touch pad. This is a “Function-type” button, corresponding to the Enter customer reservation function.
Note that a customer reservation can also be placed via Customers - Customer reservations - Customer reservations - Enter.
Procedure
Create or search the customer you wish to make a reservation for, then press the [Customer services - Customer reservations - Enter] button. The Customer reservations
window will come up with the customer name.
Enter the items to reserve, quantity and any comments. An expiration date calculated according to what had been set in Register settings, will be proposed by default but may
be changed.
Once validated, the reservation will be printed in report or receipt format.
The receipt entry window will appear and display a deposit amount to pay. This amount is calculated according to the settings defined in register settings. At this point, you
can:
- finalize the reservation and collect deposits
- proceed with the sales transaction if the customer wants to make other purchases in addition to the reservation.
Delivering a reservation to a customer
Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].
Available reservation with an identified customer
Search for the customer who made a reservation. The following message displays: “The customer has reserved items. Do you want to give them to him?” If the answer is
YES, a list displays one or more reservations made by the customer. Select the desired reservation. The reservation lines are integrated with the current sales receipt. Please
note that if the customer has several reservations, all the documents can be retrieved to complete the sale in a single operation.
During the transaction, several options are proposed.
- If the all the quantities specified in the reservation are purchased by the customer, the reservation will be closed, and therefore can no longer be queried as a current
reservation.
- If the quantities specified in the reservation have been changed (i.e. decreased because entering a larger quantity is not authorized), and if the store supports remainder
management, a message will prompt the salesperson if they want to close the reservation.
- If the answer is NO, the reservation is considered to still be valid and can be later retrieved to be closed.
- If the answer is YES, the reservation will be closed, and therefore can no longer be queried as a current reservation.
When entering sales receipts, the salesperson will remind customers of any deposits that may have been paid when the reservation was made. The customer can then complete
the payment.
Available reservation with a fictitious customer
You can search for a reservation without identifying its customer. Therefore, the search by reference feature must be enabled (refer to Company Setting “Search by reference”
in the Front Office Tab.)
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In the sales transaction entry screen, click the [Customer services - Search for a reservation]. The “Search for available documents” displays and allows you to find a
document by its reference; or perform a search via a multicriteria search.
Additional Actions and Information
Additional actions
Querying customer reservations
Front Office: Customers - Customer reservations - Customer reservations - Query...
Back Office: Sales - Retail sales - Customer reservations - Query...
The query of customer reservations can be performed by document or by line.
Modifying customer reservations
Front Office: Customers - Customer reservations - Modify customer reservations
Back Office: Sales - Retail sales - Customer reservations - Modify customer reservations
After a multiple criteria search, the screen displays the list of the customer reservations that match your search criteria. You just have to open the reservation of your choice to
modify it.
Closing/Reopening customer reservations
Front Office: Customers - Customer reservations - Customer reservations - Close or reopen customer reservations
Back Office: Sales - Retail sales - Customer reservations - Close or reopen customer reservations
In cases where a customer never returns to the store to recover the reservation, it is possible to close it. This renders the selected reservations inactive. However, you can
reopen a closed reservation to make it active again. This procedure is called "Reopen a reservation".
After a multiple criteria search, the screen displays the list of the customer reservations that match your search criteria.
Select one or more reservations and press the [Close/Reopen] button.
A message will prompt you to confirm your choice. According to the operation selected, the reservation is closed or reopened.
Managing expiration dates
Front Office: Sales receipts - Daily operations - Opening and Closing
When the registers are opened or closed each day, a message alerts the salesperson of any reservations that have passed their expiry date and can therefore be closed. An alert
can be triggered to list all reservations that have reached their expiration date (See Interactive Alerts).
Additional information
Reservation status
The various search screens propose new criteria to search a reservation by its expiry date and/or its status. A reservation may have more than one status, as show below. This
enables you to know the percentage of reservations which result in actual sales:
- In progress: reservation is saved, pending the return of the customer.
- Delivered: the items have been delivered; the reservation is no longer active.
- Canceled: the reservation has been canceled.
Shortages
Stock shortages are not calculated for the receipt lines originating from a customer reservation.
Queries and analyses
For any query about reservations, the document type to select is RDI - Customer reservation.
Countermark Management - Contents
There is clear and direct link between customer orders and purchase orders, as illustrated by the following scenario:
- The customer has just made a store purchase: a customer order has been entered.
- If the merchandise is not available in-store, a purchase order is generated directly based on this customer order.
- When the supplier delivers the order, the customer order is closed and the merchandise will be available to the customer.
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General settings
Managing countermarks
Activating stores
Activating the items concerned
Configuring inventory shortage calculations
Managing access rights
Countermark status display
Various countermark status types
Configuring status display for customer orders
Entering a customer order in Front Office
If the item is not in stock
If the item is in stock
Receipt of a purchase order
Partial or complete receipt
Countermark Settings
Managing countermarks
Back Office: Administration - Company - Company settings
Go to Commercial management/Documents - processing, and tick the “Countermark” company setting. By default, this option is not ticked.
Activating Stores
Back Office: Basic data - Stores - Stores
Countermark must also be activated at store level by checking the "Countermark management" box available in the Miscellaneous tab.
If it is checked, the "Propose the generation of the purchase order when validating the customer order" option will automatically create the purchase order following validation
of the customer order. Items will be grouped according to the main supplier, and a purchase order will be created for each supplier with the requested items.
Activating the items concerned
Back Office: Basic data - Items - Items
Likewise, the countermark must be activated for each item concerned, by checking the "Manage as countermark" box available in the Characteristics tab found in the item
record.
Configuring inventory shortage calculations
Back Office: Settings - Documents - Documents/Types
Inventory shortages must be managed for documents of type Customer order (CC). To do this, you must select “Physical” for the "Inventory shortage calculation" field in the
Inventory tab.
Managing access rights
Back -Office: Administration - Users and access - Access right management
The access rights affected by this function are located in Menu 102 – Sales. You may authorize or deny other users access to the following items:
- Generation/Process countermark lines
- Trade sales/Cancel countermark lines
Countermark Status
Various countermark status types
This chart lists the various countermark status types.
Icon
Status
Meaning
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The customer order status will be visible if the required configuration has been done.
You can configure icon display or even status display for customer orders, as shown in the chart above. This configuration can be done from:
- Input lists: the icon will be displayed on the order line directly
- Document types: in this case, the countermark status (not the icon) will appear in the lower right section of the customer order
Configuring the status display for customer orders
Configuring the icon display for customer orders
Back Office: Settings - Documents - Documents/Input lists
When dealing with customer orders, this setting enables you to directly display the countermark status on the item line in the form of an icon.
Once you have clicked the [Open data entry list], select the Customer order list. Click the Countermark status field in the Available fields window and drag it to the main
screen to display the column with the others. Validate.
Configuring the status display for customer orders
Back Office: Settings - Documents - Documents/Types
When dealing with customer orders, this setting enables you to display the countermark status in the lower left side of the document, and not on the order line. Therefore,
select the Customer order document type (CC) and open the Info line tab. Select Countermark status info and validate.
Entering a Customer Order in Front Office
Front Office: Sales receipts - Sales - Enter transaction - button [Customer Services - Customer order].
Front Office: Customers - Customer orders - Customer orders/Enter
If the item is not in stock
When entering a customer order in Front Office, and the relevant item is not in stock, you will be prompted to change the line to a countermark line:
Warning!
The entire order line will be converted to a countermark line, and not just a partial quantity.
If the user checks YES after finishing input, a new message will be displayed proposing automatic creation of the countermark order, according to store settings.
When the user validates this request, items will be grouped according to the main supplier and a purchase order will be created for each supplier with the requested items.
When the customer order has been printed, a summary will be displayed.
The purchase order includes the same information as the customer order, with adjusted prices (purchase prices or price lists).
The customer order will use the countermark information in the customer order: in this case, the table for document links will be used with a "countermark" type link. This
means that you can link a purchase order and a customer order.
The purchase cycle then takes place as usual with the countermark status of the document preserved.
After the supplier receipt has been generated, the available order will be created.
Processing countermark lines
Back Office: Sales - Generation - Process countermark lines
The screen will display customer orders according to the criteria of your choice. Several actions may be performed in this screen:
- Change the countermark supplier for a group of countermark lines.
- Generate purchase orders, if this was not already carried out when the customer order was entered.
- Cancel countermark lines.
If the item is in stock
A customer order can be entered when the merchandise is already in stock. In this case, countermark creation will not be automatically proposed in this screen. However, the
countermark can be forced using the [Additional actions/Line addition] button. Open the Information tab, and check the desired information in the Countermark area:
- Not checked, grayed out – the item is not available as a countermark item
Blue flag
Countermark request
The customer order has been created, but has not yet been
converted into a purchase order.
Yellow flag
Order generated
The purchase order is generated from the customer order.
Green flag
Order delivered
The purchase order was generated on receipt, and the available
order was generated.
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- Not checked, modifiable – the item is not currently a countermark item, but may become one.
- Checked, modifiable – the item is currently a countermark item, but this request may be canceled.
- Checked, grayed out – the countermark order was already generated.
The supplier that is retrieved by default is the main supplier for the item.
This screen also allows you to modify the supplier of the item in the document line. This is the supplier that will be used for generating the purchase order.
Partial or Full Receipt of a Purchase Order
Back Office: Purchases - Generation - Receipt of goods
Full receipt of a purchase order
The countermark status of purchase documents will be retrieved when generating the supplier receipt from the purchase order. The customer order will be directly converted
to an available order.
The countermark status of the customer order is therefore deemed to be "delivered".
The available order is assigned this status, indicating that it is a countermark order.
Partial receipt of a purchase order
The available order uses the quantity received from the supplier. The original customer order is closed. A message informs the salesperson that this quantity does not match
the expected quantity.
Loan Management - Contents
The objective of this module is to loan merchandise to a customer and manage an expected return date. It provides an option that allows you to withdraw an item from
inventory, and print a document that will be given to the loan customer. The expected and actual return dates will be saved, in addition to the usual document data. There are 3
types of loan return transactions: Return of loaned merchandise, Loss of loaned merchandise, and Sale of loaned merchandise.
Please note!
The Loan Management module is subject to serialization and is available only in a multi-warehouse environment.
General settings
Creating loan management methods
Setting the default management method
Creating movement reasons
Activating movement management reasons in documents
Loan management settings
Managing access rights
Entering and closing loans
Entering loans
Closing loans (loan return, sale or loss)
Additional information
Analyses and statistics
Query and printing
Inventory, inventory count and items
Workflow
Configuring Loan Management
Creating loan management methods
Back Office: Settings - Stores - Loan management method
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This option enables you to determine the various types of loan management.
If these values are set to 0, the fields will not be taken into account. Once this step is completed, you will need to determine the management method for loans to be used by
default in company settings, as explained below.
Setting the default management method
Back Office: Administration - Company - Company settings
Open Administration/Distribution In the “CRM and clienteling” panel, the “Loan management” section will display the “Default management model”. Select the desired
default management model and validate. Note that the “Loan management” option will be automatically checked and grayed out following the serialization operation.
Creating movement reasons
Back Office: Settings - Documents - Movement reasons
Loan management requires loan management.
To create a new movement reason, click the [New] button and enter the required information. Of the following types of movement, only 3 are related to loan
management: They can be used only for PRT document type in headers and on lines.
Please note!
To ensure that the corresponding output can be created correctly, the value selected for the “Loss of loan” movement reason must be “Internal movements”.
Activating movement management reasons in documents
Back Office: Settings - Documents - Documents/Types
The PRT – Loan document type is used for entering loan documents. Open the Inventory tab and check the “Manage movement reasons” setting.
Configuring loan management
In warehouses
Back Office: Basic data - Stores - Warehouses
The warehouses used for loans must be loan warehouses. Open the desired Warehouse record and select the Contact Information tab.
Select the “Loan” option in the “Type” field and validate.
Loan management is dependent on the existence of a certain type of warehouse in the stores – a loan warehouse. All items contained in this type of warehouse are considered
loans. A special option is provided to allow you supply this loan warehouse, by transferring merchandise between the original warehouse and the loan warehouse. The
withdrawal of merchandise from the loan warehouse is carried out by means of various transactions: Return, Sale, or Loss.
In stores
Back Office: Basic data - Stores - Stores
Open the desired Store record, select the Miscellaneous tab. If loans are managed for the folder, the “Loan management” option must be activated for each store. The default
warehouse issuing the loan also must be entered. Another warehouse will be named, enabling you to enter the warehouse to be supplied when the loan is returned. Loaned
items may therefore be managed specifically or go to a verification status before being returned to store stock.
The previously defined loan management method must be entered. Default reasons for loss, loan, and return of loans may be specified to facilitate entry. Also enter the
settings related to printing loan return documents.
On cash registers
Back Office: Settings - Front Office - Register
A setting is present on each register to specify if the register manages loans. You can therefore designate the registers which manage loans. To activate this option, open the
desired Register record and select the Services tab. Check the “Management of loans” option and validate.
Fields
Description
Code and description
3-Alphanumerical character code, and 35-character description code
Default number of days (max)
Number of loan days by default, to be used in the loan document header. This may
be changed by users that have authorization and may not exceed the maximum
number of days configured.
Maximum number of items per
loan
This means the maximum number of items per loan document.
Maximum number of items per
customer
A maximum number of loaned items for each customer (in cases where several loan
documents have been entered for one customer)
Once a customer has been entered in a loan, a search will be carried out to check if
the customer has other loans in progress, or loans that have expired. This
information is displayed as a warning message for the salesperson.
A check will be done during validation to ensure that the maximum number of
loans per document and per customer has not been exceeded.
General terms
Field used to enter a user-defined comment.
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Note that you can define for each register an alert for loans whose theoretical date of return is expired. To activate this option, open the desired Register record and select the
Daily Operations tab. Check the “Alert on overdue loans” option and validate. During the daily opening, this option will enable you to display loans whose return dates are
due. You can also generate an alert for loans whose return dates are expired, in order to send this list to a manager. This option is set in Back Office module Administration,
Alert management menu. This is the standard alert CEG-PRETS.
Managing access rights
Back Office: Administration module - Users and access - Access rights management
Activate the following access rights for the desired user group:
Menu Concepts (26) – Commercial management/Document entry
The following options should be activated for user groups requiring access to these functions:
- Authorize modification of the warehouse issuing the loan
- Authorize modification of the lending period (in days)
- Authorize the loss of loaned merchandise
- Authorize modification of the return warehouse for a loan
- Modify the return date of a loan
Menu Sales (102) - Loans
The following menu options should be activated for the relevant user groups in Back Office:
- Enter
- Return
- Loss
- Query
- Detailed query
- Dashboard
Menu Settings (105) - Stores
The “Loan management method” option should be activated for the relevant user groups in Back Office.
Menu Customer (109) - Loans
The following menu options should be activated for the relevant user groups in Front Office:
- Enter
- Return
- Loss
- Query
- Detailed query
Entering and Closing Loans
Entering loans
Back Office: Sales - Loans - Enter
Front Office: Customers - Loans - Enter
The entry window displayed enables you to enter loans. You must enter the customer in the window’s header. Fictitious customers are not acceptable. The “Return date”
column will be displayed for each loan line. It is filled in by default, but may be modified.
When validating, a Loan type document will be created for the customer. When a transfer (TEM) to the loan warehouse occurs, the corresponding receipt of transfer (TRE)
will also be created. Creating a TEM or TRE is transparent for the user.
Once the loan has been saved, it can no longer be modified. The item must be returned before it can be loaned out again.
Note that this operation can also be accessed in Front Office in the “Sales receipt entry” window using:
- [Customer services - Enter a loan] button, available in the toolbar.
- keypad: if the corresponding button has been configured.
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Closing a loan
A loan is closed when declared returned, sold or lost.
Return of loaned merchandise
Back Office: Sales - Loans - Return
Front Office: Customers - Loans - Return
This case usually comes up when a customer returns the loaned item. The screen will display the list of current loans. The “Quantity remaining” column allows you to see the
lines awaiting returns.
Using the space bar, select the loan you are doing a return for and then click the [Generation of returns] button.
If you wish to select all screen lines with one click, use the [Select all] button.
The “Loan return” window will open : enter the salesperson, return reason, quantity (note that this may be different than the original), as well as any comments.
When validating this screen, a message will prompt you to print the return form. If the return is a complete return, the “Quantity remaining” column will display 0.
Note that this operation can also be accessed in Front Office in the “Sales receipt entry” window using:
- [Customer services] button, available in the toolbar. To use the “Loan return” option, it is recommended to first enter the customer name.
- keypad: if the corresponding button has been configured.
In addition, if you have decided to configure the “Alert on overdue loans” register option when the customer has been identified on the register, a message will be displayed
showing the list of current loans.
Sale of loaned merchandise
Front Office: Sales receipts - Sales - Enter transaction
The customer may purchase the item which was loan to him. In this case, the warehouse the item came from will be the loan warehouse. Enter the customer name in the sales
receipt screen.
Click the button and select the Customer loan - Sale of loan, to insert customer loans into the current receipt.
The items will be priced at the prices current at the time of the loan. You may modify this amount in the sales receipt screen, provided the salesperson has authorization.
Loss of loaned merchandise
Back Office: Sales - Loans - Loss
Front Office: Customers - Loans - Loss
In cases where the item has been lost, and the customer is not to be billed, a function is provided to allow you select the loans so that the inventory can be withdrawn from the
loan warehouse inventory. The screen will display the list of current loans.
Using the space bar, select the loan you wish to declare a loss for, then click the [Generation of returns] button.
If you wish to select all screen lines with one click, use the [Select all] button.
The “Loan return” window will open. Enter the salesperson, loss reason, quantity and a comment.
Items are withdrawn from the loan warehouse using a “Special output” (SEX) type document. Note that this operation can also be accessed in Front Office in the “Sales
receipt entry” window using :
- [Customer services] button, available in the toolbar To use the “Loan return” option, it is recommended to first enter the customer name.
- keypad: if the corresponding button has been configured.
Additional Information on Loan Management
Analyses and statistics
Loan dashboard
Back Office: Sales - Loans - Dashboard
This dashboard displays the status of each loan line, allowing you to obtain statistics on the number of current loans, ratio of returned loans, and average duration of loans.
Query and printing
Loan query and printing
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Back Office: Sales - Loans - Query and Detailed query
Front Office: Customers - Loans - Query and Detailed query
The query command displays the list of loans, based on numerous selection criteria.
The Detailed query command also allows you to display the loan status (loss, return, etc.).
The lists can also be printed by clicking the [Print] button.
Query the list of loans per customer
From customer record
The [Complementary data/List of loans] button allows you to view the customer’s loans.
Query due loans
In daily opening/closing window
You can also view the list of due loans, i.e. the loans whose return date is expired. This option is available only if the “Alert on overdue loans” setting is enabled (see Register
Settings.)
Printing a return voucher
Back Office: Basic data - Stores - Stores
It is possible to print a return voucher for loaned merchandise. This is defined in the Miscellaneous tab of the store record.
Inventory, inventory counts and items
Inventory query
If a store wants to view its available inventory, it can do so in the following ways:
- in each warehouse, for more information on available items. Items on loan can therefore be viewed.
- in the store stock, by cumulating inventory in certain warehouses
Loaned items are not cumulated, if the “Considered in the inventory of my store” option - available in the Contact information tab of the warehouse record - is not ticked,
Inventory management
Loan warehouses can be included in the valuation of inventory for annual inventories.
Item management
- with serial numbers: you will be prompted to enter the serial numbers when entering the loan. The same applies for return and sale transactions.
- consigned items: these items cannot be used for a loan.
Workflow
When processing a loan entry, a PRT type document is entered:
When a loan is returned, the loan document is updated. An inverse transfer will be done in order return the item to stock. The destination warehouse can be modified.
When processing the sale of a loan item (whether an actual sale or gift), the loan type document is updated. A sales receipt type sale will pull the item from stock.
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When an item has been lost, a loan document is updated. A special operation will pull the item from the loan warehouse.
A link between the generated movement and the loan document will be automatically created and associated at a later date. These stock movements are done automatically
and remain transparent for the user.
Address Verification - Contents
QAS is a tool provided by Experian to check address validity when entered. It offers a step-by-step method for finding and formatting addresses. The use of this tool enables
you to improve the quality of customer records in Yourcegid Retail Y2. The QAS Pro On Demand functions enable you to check:
- e-mail addresses
- street addresses (with the “Single Line - Flattened Mode” protocol)
- French mobile phones
Address verification is available for more than 200 countries.
The address verification must be serialized (refer to Customer Information Checking Connector - P30440.)
General settings
Company settings
Country record
Web Services
Address Verification and Reporting
Street address verification
E-mail and phone number verification
Reporting
Settings for Address Verification
Company settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Customers-Suppliers and tick the options available in section Customer contact info connector.
Country record
Back Office: Settings - General - Country
Select the desired Country record and enter the options to activate the verification(s) desired.
Note that the value set for QAS must be entered in the Country Code field. FRX for France:
CEGID/QAS address format
The CEGID address format differs slightly from the AFNOR address format and must be specified in QAS as follows.
Example:
QAS line no.
Residential address
CEDEX address
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Web services
Back Office: Basic data - Stores - Stores
Open the desired Store record, select the Miscellaneous tab.
Check the [Use address checking] option and populate the options proposed: The [Check systematically when validating the customer record] option enables
you to automatically check customer record modifications. However, note that addresses of type “Does not live at specified address” and “Forced” will not be
subject automatically to QAS.
Note:
- The options are active only if the [Use address checking] option has been checked.
- These options will be visible only if the corresponding company setting has been checked (refer to Company settings).
- If no company settings have been checked, the entire panel will be invisible, including the [Use address checking] option.
To configure Web Service settings, go to the Miscellaneous tab in the Store record and click this button and populate the tabs described below.
Characteristics tab
The following data must be entered in order to ensure the web service functions correctly:
Example:
Configuring services for street and e-mail addresses:
Options tab
This tab is available in the customer services view, but for administrators only. It is used to determine additional settings such as defining the maximum number of addresses
to be returned by the QAS engine. To achieve this, set a value between 5 and 100 in Threshold.
1
Ms. Eloise Barberousse
CEGID
2
3
4
14 rue de la Libération
52 quai Paul Sedallian
5
78350
69279
6
7
JOUY EN JOSAS
LYON CEDEX 09
Fields
Web service type:
Web service code
Web service class
Server address
Authentication type
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Example:
If you want to specify 50 as the maximum number of addresses to be returned by the QAS engine, specify the following in the input area: Threshold = 50
Address Verification and Reporting
Street address verification
Verification access: Customer records during document entry (billing/delivery addresses). Additional customer address entry (via the [Magnifying glass] button)
When settings configuration is complete and QAS has been activated, the street address will be verified. This will be done only if the customer site has a Web service.
Remember that address character length is as follows: 50 characters for address lines and 18 characters for the zip code.
Semi-automatic entry
If the address in the customer record has not been entered (i.e. the 3 address lines are blank), the following window will open when you position the cursor on one of the 3
address lines:
The fields present in this window depend on country settings. The same goes for search fields.
When this window is opened, the cursor will automatically be in the Street/Avenue field. This enables you to enter information progressively.
The country will be copied from the customer record. Note that this window will adapt itself according to the data entry format set for each country. You may enter data
partially.
The objective is to partially fill in the fields, enabling QAS to complete the rest. The address list returned by QAS will be displayed in the window.
In exchanges with QAS, Yourcegid Retail Y2 will prompt for a maximum of x number of addresses to return, avoiding a laborious search. X is a number from 3 - 100 and
may be customized via the Web Service Threshold option (refer to Web Services - Options tab).
When an address is validated, it will be copied to the customer record. Fields concerning addresses will be grayed out, only the 3rd field will be accessible.
Validity of address
The validity of the address allows you to inform about the status of the customer’s address.
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Automatic verification when modifying customer records
This check will be done if the following option has been checked: “Check systematically when validating the customer record.” Remember, this setting is available in the
Store record, Miscellaneous tab (refer to Web Services). The goal is to progressively check the addresses entered before the QAS module was acquired.
If an address has a “Valid” status when saving customer records, it will be subject to a QAS check. Status will be changed according to the results: If the address is verified, it
will take the “Address checked” status; otherwise, the previous status will be kept.
E-mail and Phone Number Verification
Verification access: Customer records during document entry (billing/delivery address). Additional customer address entry (via the [Magnifying glass] button)
Verifying an e-mail address during data entry
When an e-mail address has been entered or changed, a syntax check will be done by Yourcegid Retail Y2. If the address is valid, it will be subjected to QAS, which will
return the corresponding status:
- Address verified: The address will have this new status and valid until the next change or until the next manual status change.
- Address unverified: A window will display the error returned by QAS. The e-mail address will have the status of “Address unknown”. When an address in error has been
corrected, a double verification will be done: syntax via Yourcegid Retail Y2 and existence via QAS. You may continue entering a customer record without changing the
address. The address will remain at “Address unknown” status.
Types of e-mail verification
- E-mails are checked when changed. This verification only concerns the domain name (e.g. “mdupond@cegid.fr” will be accepted, but not “mdupont@kgfhdfj.com”).
- Calls will be made only if the e-mail format is correct for Yourcegid Retail Y2 (green light).
- Verification will be done according to the site displayed in customer records (General tab). A check will be done to see if the site manages QAS.
- If verification is positive, a green light will be given. Click on the light to change status or to perform a new QAS verification. The status will be saved if you save the
customer record.
Mobile phone number verification (France only)
The process is similar to e-mail verification.
Reporting
Information on verified addresses is stored in the customer dashboard and customer cube.
Dashboard
Back Office: Basic data - Customers - Dashboard
Check the “On confidentiality” option in the Customer tab. This will display the Confidentiality tab and criteria concerning the various checks (address, e-mail, telephone).
Cube
Back Office: Basic data - Customers - Reports/Cube
The “Status of controls” section in the Criteria tab enables you to select the type of verification desired (address, e-mail, mobile phone).
Fields
Description
Lives at the specified address
- Yes: This button is displayed if it is confirmed that the customer lives at the
given address.
- No: This button is displayed if the customer does not live at the specified
address (DNLSA)
Validity of this address
This section is displayed only for store that support address verification. Several
buttons are available depending on the case:
- [New address]: This button opens the QAS call window only with the country
from the customer record, if this information is known.
- [Not checked]: This means that the address could be checked by QAS when it was
entered.
This button will be displayed in the customer record.
- [Request for check]: This button opens the QAS call window with the address
from the customer record.
- [Checked]: The customer’s address was verified by QAS.
This button will be displayed in the customer record.
- [Force address]: Once the address has been checked, use this button to return to
the address entry in the customer record to make changes.
This button will be displayed in the customer record.
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Mobile Clienteling - Settings and Customization
Click here to display the document.
Mobile Clienteling - Operating
Click here to display the document.
Store Record - Warehouse Record - Contents
The store record is one of the basic elements of a folder. The information contained in the store record has a direct impact on document creation, various processes
(replenishment, inventory, inventory closure, etc.) and in particular on the analyses and statistics relating to all aspects of managing purchases, sales, inventory, valuations,
etc.
The documents must therefore be associated with a store. The analyses and statistics can then apply to a specific store, a selection of stores or a group of stores. They can also
be consolidated for all stores within the folder. The goal is to clearly identify the stores, and classify them by category, if necessary, for the purposes of organizing them into
groups. Another goal is to analyze the sales performance of each store, or each group of stores, and use this information to determine the sales strategy for upcoming seasons.
In addition, the store is also used as the basis for implementing User Restrictions. This involves specifying whether or not certain data can be viewed, according to the type of
store and user. This is particularly useful, for example, in the case of a distribution network made up of different store types, such as outlets and franchises.
Setup and overview of the Store/Warehouse record
Settings for the Store/Warehouse records
Overview of the Store/Warehouse records
Various tabs in the Store record
Contact information tab
Information tab
Additions tab
Third-party tab
Linked warehouses tab
Accounting tab
Store staff tab
Miscellaneous tab
Omni-channel sales
Replenishment tab
Delivered/picked up tab
User fields tab
Various tabs in the Warehouse record
Contact information tab
Information tab
Viewing warehouse inventory
Setup and Overview of the Store/Warehouse Record
The concept of store must not be confused with the concept of warehouse.
- Single warehouse management: By default, a Yourcegid Retail Y2 folder is mono-warehouse. In this case, only one warehouse corresponds to one store. Both concepts
overlap, and the store concept only is used everywhere in the folder.
- Management of multiple warehouses: However, you can opt for multi-warehouse folder management, in the company settings via Administration - Company - Company
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settings - Commercial management/Stores & warehouses. In this management mode, you may associate several inventory warehouses (physical or virtual) to the same store.
All of the screens for the folder refer to both warehouse and store, during document entry as well as in analyses, in order to allow for the selection of a warehouse within a
store.
Please note!
Once you change a folder from mono-warehouse mode to multi-warehouse mode, you cannot undo this. This is why it is imperative that you are sure it is necessary, before
making any changes.
Store record settings
Company settings
Back Office: Administration - Company - Company settings -
Go to Commercial management/Stores and Warehouses and populate the settings specified here.
Go to Commercial management/Inventory and populate the settings specified here, and specifically those relating to inter-warehouse transfers.
Store record fields
Back Office: Settings - Stores - Field settings
This feature allows you to define user fields to be displayed in the store record. Click here for further information.
Overview of the Store/Warehouse records
Back Office: Basic data - Stores - Stores
Back Office: Basic data - Stores - Warehouses
List of stores/warehouses
This allows you to display the list of existing customers, according to the specified sort criteria.
The [Expand list] button allows you to hide the selection criteria displayed at the top of the screen in order to free up space for display of the store list.
The [Search in a list] button allows you to carry out a refined search by record description.
The [Set up layout] button allows you to access the settings for the columns in the list in order to customize the information displayed for each record.
The [Export the list ] button allows you to create a file containing the records from the list. This list can then be retrieved using an office tool such as Word or Excel.
It is possible to create a new warehouse record by clicking on the [New] button.
The [Duplicate] button allows you to create a new record by copying the information contained in the current record, thereby speeding up the creation process.
The [Print] button prints the displayed list.
The [Open] button allows you to open the current warehouse record. You can also open a record by double-clicking on a line.
Toolbar in the warehouse/store records
Buttons common to both records
It is possible to create a new warehouse record by clicking the [New] button.
The [Contact] button allows you to access the list of contacts associated with the record.
The [Memos] button allows you to access the various photos or files associated with the record.
The [Duplicate] button allows you to create a new record by copying the information contained in the current record, thereby speeding up the creation process.
Buttons specific to the store record
The [Wizard for counter creation] button opens the wizard used for creating counters. This wizard allows you to assign a store-specific prefix to all counters used by a
store (for documents, payments, items, loyalty processes, customers, etc.) This prevents the duplication of codes in other stores and is also useful when registers associated
with this store are switching to standalone mode/.
The [Additions] button allows you to access the following submenus:
- Exception to the management of serial numbers – This submenu allows you to specify that an item which normally supports serial numbers (refer to Item Record) will not
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support them for this store.
- Exception on label template management – If a label template is defined for the item record, this store record submenu allows you to specify which other template will be
used for reports for this item and this store.
- Main supplier exception for replenishment: This option is linked to replenishment. It implements main supplier exceptions for the store. To create a new exception, use the
[New] button.
- Exception to batch management: This option will be available only if you have enabled batch management (refer to Batch Management.)
The [Additional information] button allows you to access the following options:
- The International customizations option allows you to access the additional settings for customizations (fiscal numbers, transfer prices, fiscal references, etc.)
- The Serial numbers in inventory option allows you to view the inventory for items managed by serial number in the store.
- The Settings for portable inventory input terminal option allows you to access specific inventory terminal (PIT) download settings for that store.
Buttons specific to the warehouse record
The [Stores using this warehouse] button allows you to view the list of associated stores, without modifying these.
This button is used to send an e-mail to the address specified in the e-mail field (contact information tab.)
Various Tabs in the Store Record
Back Office: Basic data - Stores - Stores
Contact information tab
This tab contains general information relating to the store in question:
Field
Description
Closed
Allows you to indicate that the store is no longer used. This is useful when creating
new documents, for example. When you close a store, it is not deleted. The document
history and information relating to this store will still be available.
Currency
This option allows you to select the currency to be associated with the store.
Stock exchange
Select the stock exchange to define the exchange rate between currencies to apply
when creating a document.
Type
Sets the type of the store (franchise, headquarters, etc.)
Subsidiary
You can modify the subsidiary of a store in the following situations:
- If the subsidiary store has no movements
- If the store has movements and the currency of the new subsidiary is the same as the
currency of the previous subsidiary
- If the store has movements, has not been associated with a subsidiary, and the
currency of the new subsidiary is the same as the currency of the folder
In all other cases, you need to use the wizard for the store subsidiary. You can access
this wizard in the Administration module - Maintenance - Modifying the subsidiary of
the store.
For further information about options relating to subsidiaries, please refer to the topics
about Subsidiaries.
Price list program
For further information, please refer to the topics about Price List Programs.
Price list type
Is used to select the price lists applicable in the store (Tax inclusive or Tax exclusive.)
Counter per store
Tick this option to display wizard for counter creation by store and fulfill the
following steps:
- Step 1/10: Select the store
- Step 2/10: Item code
- Step 3/10: Customer code
- Step 4/10: Link for payments
- Step 5/10: Loyalty
- Step 6/10: Document counters
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Information tab
This tab allows you to really customize the store record based on your specific needs. All of the information contained on this tab is user-defined and fully customizable.
- The titles of user-defined criteria can be configured via the Settings module - Stores (or Warehouses) - User-defined fields - titles.
- The contents of user-defined tables can be specified via the Settings module - Stores (or Warehouses) - User-defined tables.
- Or directly in the record via the button displayed next to the field.
The lower-right section of this tab functions as a notepad. By right-clicking on it, you can access basic word processing functions.
Additions tab
- Step 7/10: Link between documents
- Step 8/10: Event log
- Step 9/10: Customer services
- Step 10/10: Summary
The store is then correctly configured.
Managed on site
Although, this option is enabled in general, it is also possible to reference a store that
will be managed by an external tool and not by Yourcegid Retail Y2. In this case the
option will be unchecked.
Transfer price management
Activates transfer prices.
Serial numbers
This option allows you to indicate that the store supports the management of items
with serial numbers, provided you have purchased the relevant module (refer to Serial
Numbers.)
Packing management
This option allows you to indicate that the store supports the management of packages
when entering documents (refer to Packing.)
Automatic assignment of the
customer code
This option allows you to use specific customer coding for the store in question.
Validation of transfer notices
This option allows you to establish that store warehouses must validate transfer
notices sent to them. Since this option is required to configure direct transfers between
remote warehouses in the same geographical site, it will become activated and grayed
out in the store record when the following option has been checked in the subsidiary
record.
Reallocate reservations or
available orders in the case of
intra-store transfers
This option allows reservations or available orders to be transferred from one
warehouse to another when the merchandise is the object of an intra-store transfer (i.e.
from a store's warehouse to another warehouse of the same store).
Cust. Service management
This option allows you to define whether or not the store can use the features
associated with this module (refer to Customer Services.)
Generate and link inventory
movements and customer service
records
This option enables you to:
- create customer services records when items are transferred to certain warehouses
(Customer Services warehouse).
- generate inventory movements from a customer service record.
This setting is described in Managing Inventory Movements and Customer Services .
Managing quantities in customer
service records
This setting is described in Managing Quantity.
Manage lines at 0 in receipts
linked to customer services
records
When a service has not been billed to a customer, it will not appear in the register
screen and is not saved on the receipt. This setting enables you to change this behavior
so you can manage them the same way as lines with values.
Handle one customer services
record for the line
This setting is described in Managing Quantity.
Field
Description
Tax model / Tax system
These fields are essential as they define the method to be used for defining taxes in
documents for the store in question.
Payment account
This field allows you to specify a particular financial account for the store. This
account can then be used for accounting transfers, instead of the default account for
all stores.
Language for the accounting link
This field allows you to define the translation language for the accounting transfer for
each store, so that it can be matched to the language of the users of the store in
question. This allows the accounting interface to extract translated descriptions in the
interface records.
The descriptions are translated automatically in the language of the store when this is
different from the language of the folder. If a translation is not available, the
descriptions are extracted in the language of the folder.
The descriptions in question are listed below and can be translated using the data
translation module:
- Descriptions for payment methods and payment methods by store
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Sales receipts
Third-party tab
Linked warehouses tab
This tab is available if multi-warehouse management has been activated in the Company settings. It allows you to associate various inventory locations with the store. The
warehouse list will be updated when creating a new warehouse.
Please note:
- A store must be associated with at least one warehouse.
- The order of the warehouses on the list is important as it determines the order in which inventory is withdrawn when documents are entered, depending on the inventory
available.
Accounting tab
This tab is available if the Management of inventory closures module has been activated in the Administration module - Company - Company settings - Commercial
- Descriptions for register operations and register operations by store
- Descriptions and internal references for sales lines and payment methods
(Description for document types, Description and short text for the store, Description
and short text for the payment method.)
Loyalty campaigns
This field is usable if the Customer loyalty module has been purchased and
activated It allows you to assign a loyalty campaign to the store concerned.
Default warehouse for inventory
input
The field is only useful if multi-warehouse management has been activated. This field
is then used to specify the priority warehouse when new inventory is received.
Management of consigned items
This option is used if the module has been purchased and activated in the
Administration module - Company - Company settings - Commercial
management/Items. This option specifies whether the item type is managed by the
store (refer to Consigned Items.)
Systematic entry of recipient
warehouse for transfers
To display this option, you will need to check the “Displays the recipient warehouse”
option beforehand, in the Administration module - Company - Company settings -
Commercial management/Inventory.
Export sales - Tax incl. invoicing
This pane allows you to configure a markup/markdown rate for export sales (refer to
Export Sales).
Cost price profile
This field is used if the module has been purchased and activated in the
Administration module - Company - Company settings - Commercial
management/Inventory This field allows you to assign a specific cost profile to the
store in question.
2D barcode for labels
This option enables you to generate 2D barcodes on labels using the settings
associated to the store. If settings have not been set, the pictogram will not be printed
on the label.
Assortment criterion
This field is used if the Assortment inventory management option has been activated
in the Administration module - Company - Company settings - Commercial
management/Inventory. It allows you to assign an assortment type (refer to
Assortments) to the store in question.
RFID template
This field will be available if you have purchased and serialized the RFID (Radio
Frequency Identification) module. You may then configure it in Company settings -
Commercial management/External connections (refer to RFID).
Exclusion period for gift
certificates/cards
Is used to select the period in which gift certificates and gift cards will not apply (refer
to Settings for Gift Certificates and Gift Cards.)
Management of cashboxes
If the management of cashboxes is enabled in the company settings (Front-Office tab,)
it is then possible to authorize this feature at store level (refer to Cashbox
Management.)
Field
Description
Management of the final selling
price
This section is used to authorize the store to handle the concept of final price (for the
line and/or the receipt) as well as the associated markdown reasons. Defining
authorized reasons allows limiting the reasons usable in the store. The choice will be
made in the list of markdown reasons of type “Final selling price discount.” If an
option is ticked, a default reason is available but not mandatory It is used to specify a
default value if a final selling price is entered.
Safe discrepancy
This field is used for safe management; it associates the register operation of type Safe
discrepancy with the store.
Field
Description
Sales representative prefix
This field allows you to differentiate the various store-based codes for
salespeople/representatives.
Cashier management
This checkbox allows you to differentiate between sales representatives/cashiers on
the registers in the store in question.
Associated customer and
Associated supplier
If the corresponding functions have been activated, these fields are essential for the
invoicing of sales and/or transfers.
Default supplier
The specified supplier will be assigned automatically to all purchase documents
entered for the store in question.
Customer existence control
This pane allows you to activate the methods used for checking third-parties.
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management/Inventory accounting closure (refer to Accounting Closure.)
Store staff tab
This tab is available if you have purchased the “HR In Store Optimisation - Management of the store staff” module and activated in the Administration module - Company -
Company settings - Link to .Next module/HR Optimisation (refer to Store Staff).
Miscellaneous tab
This tab will be available if you have purchased and activated at least one of the optional modules (Address checking, Travel Retail and HRO for authenticating salespeople.)
Omni-channel sales
This tab will be available if you have purchased and activated the Omni-channel option (refer to Omni-Channel Management.)
Replenishment tab
Delivered/picked up tab
This tab is available if you have purchased and activated the Delivered/Picked up option (refer to Delivered/Picked up).
User fields tab
This tab enables you to manage an unlimited number of user-fields to be used in conjunction with user-defined tables (refer to User Fields).
Field
Description
Activate management of
forecasted schedule
This option allows you to manage the forecasted schedule in the Stores staff module.
Activate visa management
This option allows you to activate approval management when managing the schedule
for this store.
Activate clock-in/clock-out
management and Authentication
type
These options allow clock-in/clock-out processes and methods to be managed in Front
Office for store registers.
Store time slots and Standard days
These fields define the working hours for day shifts (morning-afternoon) and night
shifts .
Associated schedules and legal
holidays
These fields allow special events or bank holidays associated to the store to be taken
into account in the schedule.
Field
Description
Use address checking
These options allows you to configure various information required for checking
customer addresses (refer to Checking Customer Addresses.)
Airport
Activates airport management for the store (cf. Airports.)
Authentication of salespeople
These options allows you to define the security level and identification method for
sales representatives in the Front-Office. This setup supplements the one defined in
the company settings (refer to Salespeople Authentication.)
Loan management
These fields allow you to define the settings for the use of the loan module in the store
(refer to Loan Management.)
Batch management
These fields enable batch management (refer to Batch Management).
Manual selection sales conditions
During a sales transaction, the salesperson may manually select the sales condition
from a list. To display the relevant window upon cashing, you must also specify in the
Benefit tab of the sales conditions field “Display the message when cashing”.
Management of gift lists
This option is visible if the corresponding company setting is checked and active for
the subsidiary (if the store is associated with a subsidiary.) It will then be possible to
manage gift lists (for weddings, baby showers, birthdays...) for this store (refer to Gift
Lists.)
Countermark management
This field allows you to manage store countermarks (the countermark configuration is
done in Company settings - Commercial management / Documents - Processing). The
“Propose the generation of the purchase order when validating the customer order”
option activates a message which is displayed when entering orders to allow
generation of associated supplier order (refer to Countermark Management.)
Specific search priority
This allows you to specify whether other search priorities are to be used than those
defined in company settings.
Field
Description
Sender warehouse in
replenishment validation
This pane allows you to define the warehouses that are proposed by default for
transfer validations or supplier orders resulting from the processing of replenishments.
Replenishment settings
This pane will be visible only if the “Main supplier exceptions by item and store”
setting, found in Company settings - Commercial management/Stores and
Warehouses has been activated. The “Taking into account the main supplier
exceptions by item and store” option enables you to indicate that the store will take
the various suppliers into account other than the one shown in the item record. When
this option has been ticked, the exceptions will be set in the Store record toolbar via
the [Additions - Exceptions of main supplier for replenishment option] button.
Generation of purchase documents
These options are used to defined the number of lines or the amount from which the
document is split.
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Various Tabs in the Warehouse Record
Back Office: Basic data - Stores - Warehouses
Contact information tab
This tab contains general information relating to the warehouse in question.
Fields
Description
Closed
Allows you to indicate that the warehouse is no longer used. This is useful when
creating new documents, for example.
When you close a warehouse, it is not deleted. The document history and information
relating to this warehouse will still be available.
Type
Allows you define various types of warehouses, based on the following:
- Sales/Stockroom: enables you to manage several warehouses in a store (sales area,
sales window, stockroom 1, stockroom 2, etc.) This is a default value.
- Consigned: Allows you to manage suppliers’ consigned items, if you have purchased
and activated the corresponding module. Only one warehouse of this type exists per
store.
- Stockroom: This type of warehouse differs from the Sales/Stockroom warehouse in
that it is not possible to sell from this warehouse if there is insufficient inventory in
the other warehouses. But it is still possible to manually withdraw inventory from this
type of warehouse. However, you cannot sell from this warehouse in sales documents.
A previous transfer between this stockroom warehouse and a sales warehouse is
necessary.
- Isolated sale: This type of warehouse can be assigned to a register managed in
standalone mode. In this case, this POS can only sell from its own inventory. This
type of warehouse is not taken into account in inventory searches when the main
warehouse runs out of stock. The registers assigned to this type of warehouse will
only search for inventory in this warehouse.
- Loan: This type of warehouse is used for loan management. The loaned items are
associated with this warehouse as well as all movements relating to the loans.
- Customer services warehouse: This type of warehouse is available only if you have
activate the Customer Services (refer to Customer Service Management).
Consider in replenishments
This option allows you to exclude warehouses with inventory considered available for
replenishment. For example, if you choose not to take into account items in the “Store
window” warehouse, these items will no longer be considered as available in the
store.
Inventory visible to other stores
This option allows you specify that the warehouse inventory can be viewed by other
authorized stores. On the multi-criteria search screens, dashboards, and inventory
cubes, the following applies:
- All warehouses of the user’s associated store will be visible
- For the user’s other authorized stores, all warehouses for which the previous setting
has been selected will be visible.
For further information about the visibility of warehouses, click here.
Considered in the inventory of my
store
This option allows you to specify whether the inventory in this warehouse is to be
included or excluded in the total inventory for the store when querying inventory in
the Front Office.
Validation of transfer notices
This option is required for the implementation of transfer notices for remote sites.
Warehouse managed on site
This option should be activated if you want the store to be managed on the central
site's machine.
Managed in a WMS
This option enables you to track the customer services by warehouse (refer to
Customer Service Management).
Serial numbers
This option allows you to indicate that the warehouse supports the management of
items with serial numbers, provided you have purchased the relevant module (refer to
Serial Numbers).
Remote warehouse of the store
The management of inventory can be handled internally within the store or outsourced
to another site. To avoid having the inventory movement document printed
systematically, you can specify in the warehouse record whether the warehouse is a
Remote warehouse of the store. You can also specify the Geographical site linked to
this warehouse. The transfer document will not be printed in the following situations:
- If subsidiary management is activated
- and the sender and recipient stores are identical
- and the Printing intra-store transfer documents on a same geographical site setting is
not selected in the subsidiary record
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Information tab
This tab allows you to really customize the store record based on your specific needs. All of the information contained on this tab is user-defined and fully customizable.
- The titles of user-defined criteria can be configured via the Settings module - Stores (or Warehouses) - User-defined fields - titles.
- The contents of user-defined tables can be specified via the Settings module - Stores (or Warehouses) - User-defined tables.
- Or directly in the record via the button displayed next to the field.
The lower-right section of this tab functions as a notepad. By right-clicking on it, you can access basic word processing functions.
Viewing Warehouse Inventory
This section details the required settings to view warehouse inventory.
Concepts
Back Office: Administration - Users and access - Access right management
Two concepts are used in conjunction with the settings of the warehouse records. You can access these options via Menu 26 – Concepts/Commercial management/Inventory
in the Access right management module:
- View inventory of all warehouses of the subsidiary
- View inventory of all warehouses
If the first option is set to green, the user will be able to view the following:
- All warehouses of their store
- All warehouses of the stores associated with the subsidiary of their store
- Warehouses that have been selected as viewable for all other stores
The second option takes precedence over the first.
Settings enabling warehouse inventory to be visible
There are 3 settings impacting the visibility of warehouse inventory.
- Setting 1, available in the warehouse record: Inventory visible to other stores
- Setting 2, available via the access right management: concept “View inventory of all warehouses of the subsidiary”
- Setting 3, available via the access right management: concept “View inventory of all warehouses”
If setting 3 is set to green, the user can view the inventory of all warehouses, regardless of settings 1 and 2.
If settings 2 and 3 are set to red, the user can view the inventory for the following:
- Warehouses of their own store
- Warehouses for which setting 1 is selected.
If setting 3 is set to red and setting 2 to green, the user can view the inventory for the following:
- Warehouses of their own store
- All warehouses of the stores of their subsidiary
- Other warehouses for which setting 1 is selected
Currencies - Contents
General settings for currencies
Defining company settings
Defining document settings
- and the sender and recipient warehouses are not remote or the original and recipient
warehouses are remote and the geographical site has been entered and the sender and
recipient geographical sites are identical.
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Configuring user restrictions
Managing access rights
Configuring currencies
Creating currencies
Managing stock exchanges
Managing rate types
Entering currency exchange rates
Allocating a currency to the database
Subsidiaries
Stores
Warehouses
Items
Customers
Suppliers
Using currencies in the application
When entering documents
When entering transfers
When generating reports and analyses
In the item flash
In the Front Office
Currency management utilities
Updating currencies
Recalculating documents
General Settings for Currencies
Defining company settings for currencies
Back Office: Administration - Company - Company settings
Accounting - Folder settings
A consolidation currency exists for each folder. It allows you to specify the currency for information that is not associated with a store, for example, the pricing for an item
record. The currency is configured when the folder is created; therefore, go to Accounting - Folder settings and specify the following information:
- Default rate type
- Default rate type for payments
Commercial management - Default settings
Other elements about currencies can be defined in the company settings. Therefore, go to Commercial management - Default settings and populate the following fields:
- Behavior of currency input with no price list
- Currency alert
Commercial management - Preferences
The number of decimal places for unit prices may require greater precision than offered by the currency decimal places, particularly when managing very low prices. You
may set the desired management for the number of decimal places displayed for unit prices in item records, purchase and selling prices, wholesale documents and Front Office
receipts.
This may be different according to price type: purchase or selling
Document amounts remain displayed with keeping the proper decimal places for the document currency. You can choose document management in company settings. To do
this, go to Commercial management - Preferences and fill in the following fields:
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Defining document settings
Back Office: Settings - Documents - Documents/Types
Select the document type, then open the Preferences tab. Fill in the following fields:
- Default quotation type
- Origin of currency
Configuring user restrictions
Back Office: Administration - Users and Access - Users
If the user’s default store has not been entered in the Characteristics tab, the user’s currency and stock exchange location will be populated with the values indicated in the
Folder settings of the Company settings.
Managing access rights
Back Office: Administration - Users and access - Access right management
Menu 26 - Concepts
Four concepts allow you to manage access to currency rates for user groups:
- Authorize currency rate changes: If the user is not granted this authorization, he will only view the currency rates.
- Authorize access to all stock exchange locations: Users have access to all stock exchanges. If necessary, users will see only currency rates for the stock
exchange linked to their store.
- Authorize access to exchange rates for cash inflows: The user has access to the rates for incoming payments in the company settings.
- Authorize access to management exchange rates: The user has access to the management rates in the company settings. Management rates are considered
to be all rates different from incoming payment rates. If users do not have access to these rates, they will see only incoming payment rates.
By default, all users have the rights previously cited.
Menu 105 - Settings
The Management - Currencies submenu allows you to authorize or not deny user groups to perform the following settings: Currencies, currency rates, stock exchange, rate
types.
Menu 106 - Administration
The Maintenance menu item allows you to authorize or not user groups to use currency modification tools: Modification of the folder currency, subsidiary currency and store
currency.
Menu 107 - Sales receipts
The Access rights - Enter receipt submenu displays an option called “Show currency.” This allows you to authorize or not user groups to show currencies in encashment.
Menu 112 - Settings
The Settings - Registers submenu allows you to authorize or not user groups to set up currencies and currency rates in Front-Office.
Configuring Currencies
Creating currencies
Back Office: Settings - Management- Currencies - Currencies
Front Office: Settings - Registers - Currencies
This command is used to create or configure a new currency. Let us describe the currency record:
Record header
Fields
Code and description
Symbol
Inactive
ISO3 Code and
Numerical ISO3 code
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Adjustments tab
This tab allows you to specify the financial accounts to be used when making adjustments during currency transactions.
Terminology tab
This tab allows you to specify the descriptions of the units of account, in the singular and plural, as well as for the subdivisions. These setting will be especially useful when
printing numbers in letters. An example is automatically generated at the bottom of the screen of the currency record.
Managing stock exchanges
Back Office: Settings - Management- Currencies - Stock exchange
This subtable allows you to define the place of quotation of the currency, thus enabling different quotations between two stock exchanges. Since each subsidiary may be
required to apply different exchange rates between the currencies, it may be necessary to create several stock exchanges for the Euro zone.
Example:
The conversion rate for the Swiss Franc will not be the same in France as it is in the United-Kingdom.
Managing various rate types
Back Office: Settings - Management - Currencies/Rate types
This subtable is used to define the various rate types that will be used when exchange rates are entered. You can always create new rate types from the "Currency rate"
command.
Entering currency exchange rates
Back Office: Settings - Management -Currencies/Exchange rate
Front Office: Settings - Registers - Exchange rate
Currency rates are entered by currency type.
To enter a new rate, click the [New] button located in the toolbar. Then, complete the following steps in the Characteristics tab:
- Select a stock exchange.
- Select the rate type. The current date displays by default, but you can change this.
Quotity
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- Select the reference currency and the conversion currency.
- Enter the conversion rate.
At validation, the "Reverse rate" window displays, thus enabling the validation of the reverse rate.
Please notice that the main screen allows you to view the exchange rates on a given date. The fields available in the upper part of the screen enable a multi-criteria search for
these rates.
The search must then be launched via the [Apply criteria] button.
If need be, rates can be tested by the means of the [Test rates] button.
Allocating a Currency to the Database
Allocating a currency in subsidiaries, stores and warehouses.
Subsidiaries
Back Office: Basic data - Stores - Subsidiaries
The currency is chosen in the Characteristics tab. It is possible to use different currencies within the same subsidiary. If you are managing counterpart flows, the counterpart
document stays in the same currency as the document issued. The amounts expressed in the store currency are converted to the currency of the new store
Stores
Back Office: Basic data - Stores - Stores
You may select the stock exchange and currency in the Contact information tab. This currency is retrieved to value the inventory for this store. The inventory is expressed in
the currency of the store. Note that starting with the first document entered for the store, the Currency field in the store record will no longer be modifiable.
Warehouses
Back Office: Basic data - Stores - Warehouses
You may select the stock exchange and currency in the Contact information tab. If one of the warehouses linked to the selected store is also associated with another store, a
message is displayed indicating that you cannot change the currency or stock exchange for this store.
Note that the currency and stock exchange may not be changed if there are inventory movements for the warehouse, or if the warehouse is associated with a store.
Items
Back Office: Basic data - Items - Items
Displayed currency for prices
You can choose the currency in which the prices are displayed in the Pricing tab, especially in the Currency section. This display option allows you to enter and display the
price of an item in a currency of your choice. It concerns only the item record only and does not affect document data entry.
This functionality allows you to enter the prices for certain items directly in dollars, and then display them in euros, for example.
Attention!
The price is saved in the database in the folder currency, and not in the entry currency.
Date of searched rate
This field available in the Pricing tab is used to enter the date on which the conversion rate is searched for. By default, it is the current date Note that this function remains a
display artefact as the prices of the item record are still stored in the folder currency.
Number of decimals for unit prices
Decimal places for unit prices may require a greater degree of accuracy for configuration, in particular when dealing with low prices.
For further information about the management of decimals in unit prices, refer to the section about company settings linked to decimals (go to Commercial management -
Preferences.).
Customers
Back Office: Basic data - Customers - Customers
Document entry in the Back-Office
Documents entered for the customer in the Back-Office will display the currency selected in the Conditions tab.
Calculation of the customer's balance and risk
To manage credits and ceilings in a given currency that may be different from the currency of the folder, you can select the currency in the Payments tab. By default, when a
customer record is created, the currency proposed is the currency of the store to which the customer is affiliated.
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It may be later in the customer record. It will be initialized during a version change with the customer's currency or the folder currency if the customer's one is not specified. It
may be changed if extended risk management is enabled; but it will not recalculate the thresholds.
Suppliers
Back Office: Basic data - Suppliers - Suppliers
In the supplier record, you can select the currency for a third party on the General tab, and more specifically in the Pricing pane. The choice of the supplier’s currency will
have a direct impact on document entry.
Using Currencies in the Application
When entering a document
A document is always valued in two currencies:
- Entry currency: defined in the document settings.
- Store currency: the conversion rate is retrieved from the date of the document based on the rate type defined in the document settings
The following rates are also stored in the PIECE and LIGNE tables:
- The folder quotation currency rate: This is the rate for converting between the document currency and the folder currency.
- The store currency rate: This is the rate for converting between the document currency and the store currency.
- The subsidiary currency rate: This is the rate for converting between the document currency and the store subsidiary currency.
The PIEDECHE table stores the following amounts for payments and installments:
- GPE_MONTANTENCAIS and GPE_DEVISEESP are expressed in the payment currency
- GPE_MONTANTDEV and GPE_DEVISE are expressed in the document currency
- GPE_MONTANTECHE and GPE_DEVISEETAB are expressed in the store currency.
- GPE_COTATION: Exchange rate between the document currency and the store currency.
- GPE_COTATIONESP: Exchange rate between the incoming payment currency and the document currency.
- GPE_COTATIONDOS: Exchange rate between the document currency and folder currency
- GPE_COTATIONFIL: Exchange rate between the document currency and subsidiary currency.
This rate allows you to express the document amounts in either the folder currency or the subsidiary currency by means of a simple operation.
Example:
- Document currency = CAD
- Store currency = USD
- Folder currency = EUR
Each document is expressed in CAD and in USD. The conversion rate between CAD and EUR is also stored, so that the documents can be expressed in EUR without the need
for additional searches.
When entering transfers
Back Office: Settings - Documents - Documents/Types
A blocking alert message is automatically generated when a transfer notice is validated, if this notice is in a currency different from the currency of the recipient store. This
alert message prompts the user to enter a currency rate so that the inventory can be valued in the store currency.
In this case, the exchange rate must be entered when the transfer notice is validated in order to initialize the currency rate that is used for converting between the transfer
currency and the currency of the recipient store. This entry is qualified by a document setting in the Valuation tab. It is only visible if the document type is TRE – Received
transfer: This setting is called “Enter rate when validating transfer notices."
If this setting is enabled, the following message displays when your entry is validated: “The currency of the current transfer is different from the currency of your store. Please
enter the desired exchange rate to convert XX to YY."
Once this message is validated, the “Enter conversion rate” window opens, allowing you to enter the desired rate. The default value is 0. It is not possible to enter a value of 1
or 0. Please notice that the currency of the transfer received is still the same as the currency of the transfer sent.
When generating reports and analyses
Back Office: Purchases, Sales and /or Inventory modules - Reports and/or Analyses menus
In the reports and/or analyses available from the Purchases, Sales or Inventory modules, the Currencies tab will display two panes: Reference price and the conversion
currency.
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Reference price
An option allows a better use of the document valuation by selecting the reference currency of the store in the following sales reports:
- Annual sales summary: Detailed/Comparison Last Year
- Monthly sales summary: Detailed/Comparison Last Month
- Sales statistics: Reports
- Top sales: Reports
The price of the reference currency is selected by checking one of these 2 options:
Folder currency: the price used is the price of the store converted to the folder currency on the day of the sale.
Store currency: the price used is the price of the store in the currency of the store without conversion.
Note that if the multiple selection criteria allow the grouping by store, the access to the store currency will take into account this selection.
Conversion currency
You can define the display currency for most reports thanks to the various options available in this pane: The cubes and dashboards can display results in the following
currencies simultaneously:
- Entry currency (field without suffix)
- Subsidiary currency (field with FIL suffix)
- Folder currency (field with DOSS suffix)
- Conversion currency, where the folder currency is used as the reference currency (field with CONV suffix)
Example:
Reminder:
- Fields with a DEV suffix are expressed in the currency of the document. All other fields are expressed in the currency of the store.
- The conversion rate for converting between the document currency and store currency is stored in GP_COTATION and GL_COTATION.
- The conversion rate for converting between the document currency and folder currency is stored in GP_COTATIONDOS and GL_COTATIONDOS.
In the Item flash
Settings
Back Office: Inventory - Query - Flash query settings
In the Inventory flash query screen, click the [Selling price] button to display the list of the available fields. Then double-click the first available "None" field. The Settings
window displays and allows you to configure the Currency and Quotation type fields.
This information is not populated by default, thus allowing the display in the store currency and not in a forced currency.
In the case where the currency is specified, the quotation type must be entered. This setup window is also used to entered information of type inventory in the fields "Added
values" and/or "Subtracted values". However, note that if the added or subtracted values are not exclusively a price type, the Currency and Quotation type fields will be
grayed out. Moreover the "Zoom on type" field is enabled only it the currency is not populated.
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How it works
Back-Office: Inventory - Query - Item flash (selling price)
The Inventory flash query screen displays the prices the currency defined previously. Clicking the field where the currency is specified, displays the exchange rate and the
reverse rate at the bottom of the screen. Note that this screen displays whether the item has an inventory record or not.
In Front Office
Front Office: Sales receipts - Sales - Enter transaction
There are two options provided in the sales receipt entry window, accessed by clicking the [Additional actions] button in the toolbar.
- Receipt price in foreign currency: displays the total price of the receipt in different currencies.
- Line price in foreign currency: displays the price of the current line in different currencies
You can also underline the currencies whose rates have not been updated for some time.
These options can be used if the appropriate settings have been defined first, as described in the following chapter.
Setup
Front Office: Settings - Registers - Registers
The currencies you want to display depend on the settings defined for the register. To define these settings, go to the Preferences tab and populate the following fields in the
“Display amounts in foreign currency” pane:
- Displayed currency: Select the currency you want to display. A maximum of 63 currencies can be stored.
- Highlight rates entered for more than x days: If enabled, this option displays the currencies in red whose rates have not been updated for the number of days specified in this
field (x being a number between 0 and 9999).
How it works
Front Office: Sales receipts - Sales - Enter transaction
For a sales transaction in progress, click the [Additional actions] button in the toolbar and select one of the proposed options in the sales receipt entry screen.
A window will open with a list of prices converted into the currencies defined previously, and their exchange rates. The conversion takes into account the currency rate of the
incoming payment, defined as follows:
- Stock exchange of the store (set in the store record.
- Default rate type for payments (defined in the Company settings)
The currency amounts displayed in red are amounts whose rates were entered later than the number of days set.
Note that these options can be associated to buttons on the register touchpad (refer to Configuring Touchscreen and Keyboard).
Currency Management Utilities
Currency updates
Changing folder currency
Back Office: Administration - Maintenance - Change folder currency
The folder currency can be changed in the company settings via Accounting - Folder settings, directly in field "Folder currency", provided that there are no inventory
documents or records already present in the folder. As soon as a document or inventory record is created in the folder, this company setting is grayed out. Then, changing the
folder currency is possible only via Administration - Maintenance - Change folder currency in the Back-Office.
Changing the currency for a subsidiary
Back Office: Administration - Maintenance - Change currency for subsidiary
Changing the currency for the subsidiary may be done only if there are no inventory documents or records in all the subsidiary’s stores.
Then, the currency may only be changed via Administration - Maintenance - Change currency for subsidiary. This utility enables you to change the currency of a given
subsidiary. This change will impact all documents linked to the various stores of the subsidiary. The tool modifies the conversion rate used for converting the document
currency and subsidiary currency.
Changing the currency for a store
Back Office: Administration - Maintenance - Change currency for store
Changing the currency in the store record may be done only if there are no documents or inventory records stored in all the warehouses of the store.
Then, the currency may only be changed via Administration - Maintenance - Change currency for store.
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Recalculating documents
Back Office: Administration – Maintenance – Recalculation of documents
This utility, which is based on document selection criteria, enables you to recalculate amounts expressed in the store currency.
It allows you to correct documents following a change of conversion rate. Exchange rates will then be re-loaded into documents and all amounts re-calculated.
Attention!
This tool should only be used in exceptional cases, in the event of a troubleshooting situation.
Tax Management - Contents
Tax management in Yourcegid Retail Y2 is aimed at meeting the various requirements faces by companies in France and abroad.
- England: Vat is subject to size.
- Italy: The tax system varies according to the material used.
- Canada and Provinces: Canada applies several types of taxes, the federal value-added tax called Goods and Services Tax (GST) and the Provincial Sales Tax (PST). Some
Provinces (Ontario for example) levy the Harmonized Sales Tax (HST) which is a single, blended combination of the PST and GST.
- Quebec levies the federal GST and QST (Quebec Sales Tax)
- USA: Specific system
To challenge these requirements, each store is linked to a tax model. According to the third-party in the document or the place of shipment of an item, purchases and sales can
be subject to taxes, be free of tax, or subject to taxes from another region.
For each country, an item is subject to a tax type (normal tax, reduced tax.) The document will match the grouping of these various axes and allow the application of the right
rate for each item. A wizard helps you to create a new model and default values are available in the company settings.
Preamble
Characteristics of the French taxes
Tax management in Yourcegid Retail Y2
Configuring tax models
Creating a tax model
Viewing/Modifying an existing tax model
Managing a tax exception to the model
Configuring tax rates
Creating a tax rate
Generating a tax rate
Purging/Deleting tax rate
Additional settings for taxes
Tax system
Tax class
Tax category
Item or third-party exceptions
Folder settings
Company settings
Item record
Third-party record
Store record
Access rights
Calculation of taxes for services
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Activating the derogation system for services
Tax management in the USA
Fiscal representations
Regional breakdown
Triggering thresholds and formulas
Management of exceptions on taxes in the USA
Management of taxes in the State of Colorado
Management of taxable amounts in the USA
Management of taxes during sales transactions
Changing the document tax system
Mixing up taxations upon cashing
Search algorithm for tax rates
Searching for the tax model to apply
Various impacts
Searching for tax rates
Characteristics of taxes in the USA
Additional information
Reports
Tax refunds and export sales
Searching for taxes
Foreword
If the tax management feature of this software application meets many cases, it cannot handle all cases. Each county is subject to the same tax management for all trading
companies. Therefore each store will be linked to a tax model that describes the country's taxation. According to the third-party in the document or the place of shipment of an
item, purchases and sales can be subject to taxes, be free of tax, or subject to taxes from another region. For each country, an item is subject to a tax type (normal tax, reduced
tax) The commercial document will match the grouping of these various axes and allow the application of the right rate for each item.
Characteristics of the French taxes
In France, there are two categories of taxes: the value-added tax (VAT) and the parafiscal tax (this tax is applied to watchmaking for example.) There are various rates for
both taxes:
- VAT - reduced rate (5.5%), intermediate rate (10%), standard rate (20%)
- Parafiscal tax at 0.20% subject to VAT
Each item is linked to a VAT rate and can be linked to a parafiscal tax rate. This information is present in the item record The application of the VAT system depends on the
third-party:
- VAT + parafiscal tax
- European Union exemption
- Export exemption
Therefore, there are several scenarios:
- Retail and wholesale customers in France: subject to VAT + parafiscal tax
- Wholesale customer within the European Union: tax exemption for the European Union.
- Wholesale customer outside the European Union: tax exemption for export.
Please notice that for EU and non-EU wholesale customers, there are 2 distinct VAT systems since for EU customers, companies must periodically prepare a "Trade of goods
declaration" on EU exchanges.
Tax management in Yourcegid Retail Y2
The setup of taxes is simplified since it uses a wizard to create the following elements:
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- Tax model: the tax model states the tax rules applied in the store for which the document is issued at the point of sale for sales transactions.
- Tax categories: the code is generated automatically, prefixed with the code of the model (for example VAT, PFT).
- Tax systems: the tax system applicable to local customers and the exemption system (for example, default system and exemption system.)
- Tax class: the tax class takes into account the characteristics of the item from a fiscal point of view.
- Tax types (normal rate, reduced rate, exempt.)
Once the tax model created, the user must create the tax rates for each category, for each tax type and each tax system. They will be created manually (entry of percent values
by tax type.)
The creation wizard for the tax model enables the creation of a default tax system and an exemption system for EU customers.
For EU countries, the user must also create an exemption system for export customers (and a system for the French overseas departments.)
The tax system is linked to the tax model and has one or more applicable taxes or no tax at all.
The tax model is then linked to a store.
The creation steps for the tax model and the tax rates are explained hereafter.
Settings for Tax Models
Back-Office: Settings - Management - Taxes/Tax rate
Creating a tax model
To create a tax model, click the [New tax model] button in the upper left part of the screen and perform the different steps of the wizard.
Step 1/6
Step 2/6
This step creates the algorithms required to calculate the taxes. Please notice that tax no.2 can be subject to tax no.1.
The tax type can be created by the means of this button without leaving the screen. Otherwise, it can be created via the Settings module - Management - Tax
categories/Tax no.
Step 3/6
This step creates the default tax system of the tax model, i.e. the tax system that applies by default to the third-parties of the documents that are subject to this model.
Please notice that other tax systems can be created later and linked to this model via module Settings, menu Management, command Taxes/Tax system.
Step 4/6
This fourth step completes the setup.
Fields
Description
Tax model code
Specify the code of the tax model on 2 characters.
Description
This wording gives an explicit name to the model.
For example: French model
Number of taxes
The user can create up to 2 taxes linked to this model (for example VAT and PFT
(parafiscal tax)). The second step of the wizard enables this creation.
Number of decimals
Number of decimals in the tax rate.
For example: 2 in France (20.00%) and 3 in the USA (8.675%)
Fields
Description
Code
Code of the tax system on 3 characters.
Description
This easily identifies the default tax system.
For example: France
Applicable taxes
The user finds here the taxes created in step 2.
Fields
Description
Country of application
Select the country where to apply the model.
The tax rate generally depends on the item, and thus on the taxation category of the
item. In some countries, it also depends on the location where the ownership is
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Step 5/6
Search for taxes
transferred. This can be the zip code (as in the USA) or the region (as in France
where the standard rate for the Corsican region from that of Mainland France) The
Search for taxes allows you to specify how tax rates can be defined. If the rate does
not vary in a country, the “No regionalization” criterion is used.
This setting thus defines in the tax model how to search for a tax rate (location
information):
No regionalization; if the rate does not vary in a country, this criterion will be used.
- Country = country of the ownership transfer location / Other criterion: None
- Zip code: search based on the zip code of the delivery address.
- Country = country of the ownership transfer location / Other criterion: zip code of
the ownership transfer location.
- Region: search based on the region of the delivery address.
- Country = country of the ownership transfer location / Other criterion: region of
the ownership transfer location.
Tax system: based on the third-party's tax system.
- Country = No / Other criterion: tax system of the document.
Store: search based on the store specified in the document.
- Country = No / Other criterion: store linked to the document.
In general, the user must take into account the address where the ownership is
transferred.
- Back Office documents are regarded as being to be delivered; therefore the
delivery address is taken into account, or otherwise the third-party address in the
document.
- Receipts entered in the Front Office are considered as in-house sales (without
delivery); therefore the address of the register store is taken. However, it is possible
to enter a receipt by specifying that it will be delivered ("sale to deliver" concept in
the Front Office.) In this case, the rule of the Back Office will apply.
For the management of American taxes, it is important to know to which State a
city belongs. Therefore, you must add to the table of zip code the concept of region
(or State) for the USA. For the USA, the State is in principle entered into the region
of the customer record.
Exemption system
This system is used if you want to enter an export sale (export sale concept from the
Front Office.) It is also used in the USA, if you apply the rule of fiscal
representations, meaning that items delivered to a state where the merchant has no
representation are exempt of tax.
Export
The activation of the derogation rule for services impacts the behavior of the tax
calculation engine in order to take into account this derogation rule. This also
causes a change in the application of taxes for items of type Service (refer to
Activating the Derogation System for Services.)
Fields
Description
Keep detail of null taxes
Traditionally, no base was kept if the amount of the associated tax was equal to
zero. This option of the tax model is used to keep them in the table of the document
tax bases to facilitate the calculation of taxable and non-taxable amounts
This is used in the USA to generate a fiscal report, in particular, with the threshold
that triggers the tax.
For example: 8.675% above $110. If you sell goods for $60, no tax is applied. The
fiscal report must state 8.675%, sold $60; levied $0.
USA
Activation of the US fiscal representations:
- In the USA, the tax to apply when goods are delivered in another State depends on
the fiscal representation of the company in this State. This setting of the tax model
allows this operating mode.
Tax rate rank (Colorado):
Several tax rates may be entered for a same zip code thanks to the rank concept.
Therefore, the search for a tax rate will be performed as follows:
- Take the rate set for the zip code of the delivery address in the case of a sale to
deliver (Back- or Front Office) or of the store address of the register in the case of
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Step 6/6
This last step starts the creation of the tax model according the options defined, or enables the user to access the previous steps again. If the step is confirmed, the tax model is
created and can be viewed in the left part of the main screen.
Viewing/Modifying an existing tax model
The left part of the screen displays the list of the different tax models. Double click on the model of your choice to open the record.
Characteristics tab
This tab displays the main settings of the tax model, especially the calculation algorithm of taxes.
Please note that the "Closed" option can be used to suspend temporarily the tax model.
The “Ignore free items at register” in the fiscal printer pane is used to exclude free items (samples that cannot be sold) from printing on the fiscal receipt.
Properties tab
In this tab, the section called "To be accounted as a value-added tax" on right of the screen is used to identify VAT amounts if a fiscal printer is used (only this type of tax is
sent to the printer) and tax refund amounts (only this type of tax is subject to tax refunding.)
Managing a tax exception to the model
The left part of the screen displays the list of the different tax models. Double click on the model of your choice to open the record.
Click this button to open the Tax exception window to define the exception to define. For example, an item for which the NORMAL tax type applies, can in some cases
use a REDUCED type.
Note that tax exceptions are also handled in standalone mode. In this case, the exception to the tax model are downloaded on to every register.
Settings for Tax Rates
Creating a tax rate
Back Office: Settings - Management - Taxes/Tax rate - button [New]
This step is used to create a tax rate and link it to the tax model created previously. Consequently, once the tax model created, the user must create the tax rates for each
category, for each tax type and each tax system.
If the left part of the screen displays the various tax models as seen previously, the right part and the bottom part of the screen are used to create the various tax rates. For
example, for the French VAT, there are, in addition to the exemption system, various applicable rates such as:
- Normal rate at 20%: applied by default to all operations if no other rate is specified.
- Reduced rate at 10%: applies to non-processed agricultural products, to firewood, to passenger transport, catering, housing improvement work, entrance fees to museums,
zoo, etc.
- Reduced rate at 5.5%: applies to food, water and non-alcoholic beverages, and books.
- Reduced rate at 2.1%: applies to medical drugs reimbursed by the French social security blood products, etc.
After having selected the tax model from the list on left, use the [New] button available in the tool bar at the top of the screen. The cursor is positioned on a new line to
enter a new tax rate.
Characteristics tab
This tab is used to specify the category, the type and the tax system, as well as the rate to apply to purchase and sales documents.
an in-house sale (Front Office).
- If there are several ranks of tax rates for the zip code, the user must select the
appropriate rank from the list that displays.
Line calculation on taxes
Cumulating taxes per line is correct but may generate inconsistencies at the level of
the totals. This option defines whether the tax is to be calculated for each line of the
documents valued with tax inclusive or tax exclusive prices.
If no option is ticked, the tax is calculated on the total of the lines with the same
taxation elements. This total is called tax calculation base. The gap between the tax
total of the lines and the tax amount calculated from the base is reflected in line
where the amount is the highest.
Line calculation: The tax amount is calculated for each line. It is accumulated by
tax rate to populate the table of the document footer. The "Tax = Base * Rate"
formula is not always true.
Calculation base: the Formula "Tax = Base * Rate" is always true. The gap is
reflected on the line with the highest amount.
The default setting is: For tax exclusive documents
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Additions tab
This tab is used to specify the control accounts where to post the selected tax.
Formulas tab
This tab must be used only for the USA in order to meet their specific tax application conditions. Also refer to the paragraph dealing with the triggering threshold in the
Characteristics of Taxes in the USA.
Generating a tax rate
Back Office: Settings - Management - Taxes/Generate tax rates
This tool is used to create a new tax rate for a group of zip codes or counties.
Specify the various selection criteria as proposed in the tabs in order to display the wanted elements.
Then select the elements to process and click on the [Launch generation] button to access the wizard for generating tax rates. Enter the various characteristics of the rate
to create.
For each selected element, a rate is created, and if there is already a rate for same date, the user can choose whether he want to keep the existent rate or replace it by the new
one.
Purging a tax rate
Back Office: Settings - Management -Taxes/Purge tax rates
This command enables you by the means of multiple selection criteria, to select a group of tax rates for deletion. Once the selection criteria have been applied, the list of the
concerned tax rates displays.
You can then select some of the lines from that list via the space bar or select all lines via the [Select all] button.
Once all the rates to delete are defined, this button starts the logical deletion of the rates.
Deleting a tax rate
Back Office: Settings - Management - Taxes/Delete tax rate
This command deletes the tax rates of your choice.
Warning!
Do not delete a tax rate if you are likely to record or recalculate a document at a date when this rate applies.
Additional Settings for Taxes
Tax system
Back Office: Settings - Management - Taxes/Tax systems
The creation wizard for the tax model enables the creation of a default tax system and an exemption system for EU customers. All other tax systems linked to the model must
be created manually via this command.
- For the EU countries, the user must also create an exemption system for export customers (and a system for the French overseas departments.)
- For the management of American taxes, please refer to the paragraph dealing with the Characteristics of Taxes in the USA.
Tax class
Back Office: Settings - Management - Type of tax
This command is used to create various tax classes. For each tax type, you can create various classes such as:
- For VAT taxes: Exempt, Normal, or Reduced
- For PFT taxes: Subject or Exempt
These classes are used in the creation of tax rates.
Tax category
Back Office: Settings - Management -Taxes/Tax description
The tax category is defined when a tax model is created. It concerns items
Item or third-party exceptions
Back Office: Settings - Management - Taxes/Batch item (or third-party) exceptions
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Rules about exceptions on taxes can be configured and started manually for item groups in each country, in order to meet local legal requirements (normal, reduced, super
reduced VAT, exempt, etc.)
Select the elements to process via the space bar and click on the [Launch process] button. The wizard for updating the item exceptions displays; you can then select the
tax model and the taxes to process.
The [Next] button is used to check the selection before the process is launched by the means of the [End] button.
Scheduled tasks for item exceptions
You can program a scheduled task to update item exceptions.
This is possible only if the user had decided to process all items by selecting them in the multiple criteria screen by the means of the [Select all] button.
In this case, in step 2, use this button to open the "Settings for scheduled task" screen to define the required triggering settings and frequency.
Note that the scheduler memorizes the query that was used in the multiple criteria screen to build up the item list that is displayed. This query is run again each time the
scheduled task is launched.
The update of item exceptions concerns all the items that meet the conditions of the query at the time the task is launched.
Folder Settings for Tax Management
Company settings
Back Office: Administration - Company - Company settings
Commercial management - Default settings
Go to Commercial management - Default settings and populate the following fields:
- Country code of third-party
- Default tax model
Accounting - Miscellaneous
Go to Accounting - Miscellaneous and specify the invoicing system. The latter will be recovered by default in the tax system when customers and suppliers are created.
Item record
Back Office: Basic data - Items - Items
When an item is created, the Characteristics tab displays the tax type of the default tax model as specified in the company settings. By default, all items are assigned to the
default tax type of the model. This screen is used to change this assignment. The entry of the item tax type is always done by model.
After validation of the item, it is possible to complete the tax type for the other tax models by the means of this button and option Exceptions on the tax model.
Example:
In the example hereafter, the item is subject by default to the to the tax model "Standard taxes" defined in the company settings and to the tax class "Normal" (see item record,
tab Characteristics.) But for documents using the "France" tax model, the type will be subject to class "Exempt".
Remark about the application to dimensions
The assignment screen of the tax types is used by default for each new dimensioned item.
If the assignment of the generic item is changed, the user is prompted to carry over the changes to all dimensions.
Third-party records
Customer/Supplier records
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Back Office: Basic data - Customers (or Suppliers) - Customers (or Suppliers)
When you create a third-party, the “Conditions”tab (for a customer) and the “Payments” tab (for a supplier) display the system specified in the company settings (see the
section “Accounting - Miscellaneous” above.) This screen is used to change this assignment.
After validation of the record, it is possible to complete these settings by the means of this button and option Exceptions on the tax model.
Store record
Back-Office: Basic data - Stores - Stores
In the store record, the "Additions" tab is used to specify the tax model used by the store, as well as the tax system assigned to new customers.
Tax model
The tax model displayed by default is the one specified in Default settings in the company settings.
Tax system
The tax system recovered by default is the one specified in Accounting - Miscellaneous in the company settings, if it is associated with the tax model of the store. Otherwise,
the default tax system of the tax model will be used.
Access rights
Back Office: Administration - Users and access - Access right management
Enable access rights for user groups of your choice.
Menu 102 - Sales
Reports/Tax declarations: Authorize or prohibit the edition of tax declarations
Menu 105 - Settings
Management: Is used to manage the access to the various menu items of menus Taxes and Type of tax in module Settings.
Menu 107 - Sales receipts
Access rights/Modify taxes: Authorize or prohibit the modification of taxes for the line or the current receipt. By default, it is possible to modify taxes via the [Actions on
taxation] button.
- If the user is granted authorization, he can use this button to modify the taxes on the document and/or the line.
- If the right is denied, no changes on taxes can be made, neither via the buttons of the task bar, of the touch pad, nor via the keyboard. The action can be carried out only if an
authorized user enters a password.
Menu 112 - Follow up actions
Settings /Taxes: The follow-up of actions concerns the ability to trace various operations and manipulations performed by staff members. Once the actions you want to follow
up are defined, they may be viewed in the Back Office or Front Office.
- Back Office: Administration - Event log - Log query
- Front Office: Settings - Administration - Event log/Log query
In our case, it is possible to trace the operations performed in the following commands:
- Purge
- Generate tax rates
For further information on tracked actions, please refer to the documentation about the Event Log.
Calculation of Taxes for Services
In principle, the French VAT must apply to a service such as a repair done by a provider who provides the service in France. But in most cases, the derogation rule will apply.
This rule states that if the beneficiary of the service, located in another member-state of the European Union has provided to the French service provider a VAT identification
number in another member-state, the French VAT will not apply, if after the completion of the service, the goods are shipped out of France.
Activating the derogation system for services
This system is enabled in step 4 for the tax model creation. When a document is entered, the tax calculation engine searches for the rate to apply from:
- The tax model of the document store
- The tax category of the item (VAT, PFT, etc.)
- The tax type of the item (normal, reduced, etc.)
- The country, region or zip code (according to the settings defined in the tax model)
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- The date of the document
The country, region or zip code are those of the location of the ownership transfer, i.e. the delivery location for the goods and the location where the services are realized.
The "Derogation rule for services" option of the tax model enables the use of the country, region or zip code of the delivery location in the case of services, in order to align
with the operating mode for merchandises.
The following table presents the origin of this data according to the document type, the merchandise type and the value of the "Derogation rule for services" option (in blue if
the option is ticked.) of the tax model.
Impact on export sales
None. When a sales document is transformed into an export sale, the exemption system applies to all the lines that concern an item of type Merchandise or BOM. Services are
ignored by this process and still subject to the tax rules that applied to the document before the latter was transformed into an export sale.
Impact on tax refund
None. Only the receipt lines that concern an item of type Merchandise or BOM, with a VAT amount higher than 0, are sent to the tax refund software application. Services are
ignored by the process and are not subject to tax refund.
Tax Management in the USA
American taxes provide some specific aspects that are described in this chapter.
Fiscal representations
In the USA, the tax to apply when goods are delivered in another State depends on the fiscal representation of the company in this State. A setting of the tax model enables
this operating mode in the fourth step of the tax model creation.
Regional breakdown
Zip code search
Three types of taxes are applied in the USA:
- Federal tax: levied by the federal government
- Regional tax: levied by the state
- Local tax: levied by the county (per zip code)
You can define in the tax model how the tax rate must be searched for, by zip code or not (location information.) This setting is available in the fourth step of the tax model
creation.
Concept of "County"
Back Office: Settings - General - County
To simplify the management of the American taxes, a zip code can be linked to a county. Each county is identified by a unique code of 6 characters. It must be associated with
a country and can be linked to a region. Just to remind: regions are created via module Settings, menu General, command Region. The county appears only in the zip code
records and in the entry record of tax rates. It does not appear on the address records.
In the case of a tax model with a search criterion based on the zip code, it is possible to define a tax rate for a county. This rate is applied to all zip codes that are linked to the
county, except if a specific rate has been defined for the searched zip code. The search algorithm of the rate takes the County concept into account. The search for the rate will
be performed:
- At zip code level
- At county code level, if the previous search failed
- If no rate is found, a 0% rate will be applied.
It is absolutely necessary that the zip code table is correctly populated. Indeed, the deletion of a zip code or the modification of the county of a zip code has an impact on the
tax calculation for all the documents that use this zip code. When data is imported by the wizard, the zip code must be specified and the county must be left blank; or specify
the county and set the zip code to '...'.
Triggering thresholds and formulas
Back Office: Settings - Management - Taxes/Tax rate (Formulas tab)
Purchase or sales document
Receipt
Receipt to deliver
Merchandise
Delivery address
Store address
Delivery address
Service
Store address
or
Delivery address
Store address
Store address
or
Delivery address
Financial operation
Store address
Store address
Store address
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In some American States, the tax rate applies only if the net amount of the line exceeds a certain threshold. Therefore, each rate can be associated with a tax triggering
threshold.
If the line amount of the document is beneath the threshold, the tax type of the line turns "Exempt" for concerned tax category. Most often, the tax applies to the total amount
of the line. But, sometimes, it applies only to the amount that exceeds the threshold. To process this case, select from the list on the left, the tax model you want to use and go
to tab Formulas.
The formula is based on the values specified in the Characteristics tab, in the Application threshold and Rate (Purchase/Sale) fields, and must be entered in the following
format:
([BASE]-[SEUIL])*([TAUX]/100) meaning Taxable amount - threshold * rate/100
Tax calculation formula
1st input example
SI([BASE]<(-[SEUIL]) OR [BASE]>[SEUIL]; SI([BASE]<0;([BASE]+[SEUIL])*[TAUX]/100; ([BASE]-[SEUIL])*[TAUX]/100); 0)
Displayed result:
Tax amount = 1.25 (BASE=200.00 TAUX=5.00% SEUIL=175.00)
2nd input example
SI([BASE]>-110 AND [BASE]<110 ;[BASE]*0.04375;[BASE]*0.08375)
Displayed result:
Tax amount = 16;75 (BASE = 200.00 TAUX=8.38% and SEUIL=110,00)
Management of exceptions on taxes in the USA
Back Office: Settings - Front Office - Register
When the user opens a sales day, he can specify if the day derogates from the tax system defined. This system is used in certain American States to boost the sales. There is an
option for registers that have never used such measures. This option called “Taxation exception upon opening” is available in tab “Daily operations”. This setting is used to
propose or not the selection of the taxation exception to apply by default to the receipts of the day.
Management of taxes in the State of Colorado
Back Office: Settings - Management - Taxes/Tax rate
In the State of Colorado, the tax rates vary according to the zip code like in other states, but also according to the County and the City. In this state, several tax rates may apply
to a same zip code because the zip code is used by several counties or cities.
There are about 1,200 "zip codes+city+county" in the State of Colorado and at least half of them have a different tax rate for a same zip code. To meet this requirement,
several tax rates may be entered for a same zip code thanks to the rank concept. This concept is defined at step 5 of the tax model creation, or in tab Properties of the tax
model.
Management of taxable amounts in the USA
Principle: In Boston, a luxury tax applies to amounts over $175.00. So, for an item of $200.00, the real calculation base for the tax is $25.00.
A formula of type (([BASE]-[SEUIL])*([TAUX]/100)), associated with the tax rate may process this case.
The value stored in the table of document tax bases is the tax exclusive amount in the case of a tax model with one tax rate like the USA, but the base taken into account by
the formula is not stored
The "Taxable base" field present in the table of document tax bases, stores the value used to calculate the tax. In most cases, the value of the taxable base is identical to the
value of the base, except if a formula is used to calculate the amount of the tax.
Tax calculation formula
Back Office: Settings - Management -Taxes/Tax rate (Formulas tab)
A tax rate formula is used to calculate the taxable base in the case of tax exclusive prices as in the USA, and another formula calculates this base in the case of tax inclusive
prices.
The result of this formula can be used in a calculation formula of the tax amount by the means of the [BASETAXABLE] expression. It is stored in the table of document tax
bases.
By default the taxable base is equal to BASE. The calculation formula for the taxable base is to be configured only for specific cases like in Massachusetts. The [QUANTITE]
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variable uses the quantity of the line in the definition of the calculation formula of the taxable base or in the calculation formula of the tax amount. The formula can be created
from the Formulas tab of the tax rate.
Tax application threshold
Back Office: Settings - Management -Taxes/Tax rate (Characteristics tab)
The "Application threshold" field, available in the Characteristics tab of the tax rate enables the user to exempt an item from taxes if its price is inferior to its threshold.
Taxation beyond threshold
Back Office: Settings - Management -Taxes/Tax rate (Characteristics tab)
The "Taxation beyond threshold", available in the Characteristics tab of the tax rate enables the tax to be applied only to the amount superior to the threshold defined.
Example:
With a threshold of $175.00, an item worth $225.00 will be taxed on $50.00 only.
Importing tax rates
The data import module enables the import of calculation formulas for taxable bases. The process linked to field "$$_PARAMPRECEDENT" takes these formulas into
account.
Detail of taxes
Back Office: Settings - Management - Taxes/Tax rate
Traditionally, no base was kept if the amount of the associated tax was equal to zero. The "Keep detail of null taxes" option available in step 5 of the tax model creation is
used to keep these bases in the table of document tax bases to facilitate the calculation of taxable and non-taxable amounts. This option can also be enabled in the Properties
tab of the tax model.
Management of Taxes during Sales Transactions
Changing the document tax system
Back Office: Settings - Front Office - Register (button Configure touchscreen and keyboard)
It is possible to configure a button on the register to change the tax system of a document when entering a sales transaction.
Example: Enter a sale without taxes with tax exclusive prices (as in the USA or Japan):
At checkout, the list of the tax systems proposed corresponds to the tax model defined for the store of the register.
In Front Office, for a sales transaction, the tax system can be forced from the toolbar by the means of the [Actions on taxation] button.
In Back Office, for a sales transaction, the tax system can be forced from the toolbar by the means of the [Additional actions] button.
A confirmation message displays if the taxation system of the document is changed.
Mixing up taxations at checkout
Back Office: Settings - Documents - Documents/Types (Third-party tab)
This is aimed at managing the case of customers who make purchases in a British shop and pass an order in the USA. The taxation of the British shop will be applied to the
sales receipt. However, for the order, another tax system will be applied such as the one used at the customer's main residence location.
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This option is also copied to the “Per store addition” component and concerns document types other than FFO and FFA.
Search Algorithm for Tax Rates
Searching for the tax model to apply
The tax model used is the one defined at document level. It can be modified by the user, but the following is proposed:
- The tax model of the document store.
- If it is not defined, the default tax model (company setting) is used.
Various impacts
Impact of the third-party
Third-party exceptions are searched for the tax model. If an exception exists, the system of this exception is taken into account. Otherwise, the default tax system of the tax
model is used.
Impact of the item
If the default tax model is used, the tax types defined in the item record are taken into account.
If a tax model other than the default model is used, the item exceptions for the tax model are searched for.
If an exception exists, the tax types of this exception are taken into account.
Otherwise, the default tax types of the tax model are used.
Impact of the document line
If a taxation exception has been entered for the line, the tax types of this exception are taken into account; the exception tax types are defined in replacement of the item tax
types.
Impact of the location defined in the model
The taxation country is used except if the location is set to "Tax system" or "Store". If the location defined for the tax model is set to region or zip code, the taxation region (or
taxation zip code) defined at document line level is used.
This information can be modified by the user, but the following cases are considered:
- if the item is a service, the region or the zip code of the document store is used.
- If the item is a merchandise, the region or the zip code is searched for in:
- The delivery address of the line if it exists
- The delivery address of the document if it exists
- The address of the store for documents of type Receipt
- The address of the third-party for documents of another type
Searching for tax rates
The search criteria for tax rates in any case include the tax model of the document, the tax type of the line and of the document date.
- If the location defined for the tax model is set to region or zip code, the regional rate is searched for, according to the taxation country and region.
- If there is no regional rate, the national rate is searched for, according to the taxation country.
- If there is no national rate, the line is considered as exempt of tax.
Characteristics of taxes in the USA
If the region (or State) of the taxation zip code is different from the region of the store issuing the document and if there is no store that matches the region of the taxation zip
code (see fiscal representations in the State), the line is not subject to taxation.
Additional Information on Tax Management
Editing taxes
Back Office: Sales - Reports - Tax declaration
Tax declarations can be edited by store.
Tax refunds and export sales
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Tax refunds
For further information about the management of tax refund, please refer to the sections:
- One1nterface from Global Refund
- Premier Tax Free
Export sales
For further information about this topic, please refer to the documentation about Export Sales.
Searching for taxes
The search criterion for taxes takes into account the characteristics of the place where the ownership (delivery or store for in-house sales) is transferred. Note that the
$$_NONRECHTAXES setting for data imports recovers the tax calculation method of the original document.
Implementing Statutory Changes to VAT Rates
This topic explains the settings required to implement statutory changes to VAT rates.
Creating the new rate
Back Office: Settings - Management - Taxes/Tax rate
The screen that appears displays available tax models on its left.
Position the cursor on the tax model concerned by the new rate and click the [New] button.
A new line will be added to the lines already available on the right part of the screen.
In the lower part of the screen, populate the fields available in the various tabs:
- Characteristics tab: Fill in the rate characteristics (system, type, etc.), and specify the new rate and the start date for its application in the appropriate fields.
- Additions tab: If need be, specify data on accounts in this tab.
- Formulas tab: If necessary, specify the applicable calculation formulas in the Formulas tab (in principle, used for US customers).
Then exit the applications and restart the server for the changes to take effect.
Warning!
Never change already existing rates. You should rather create a new rate with its own application date.
Notes:
- If old tax rates are configured correctly, just copy them and simply change the rate and start date.
- If there are item or third-party exceptions, you must update them manually in the Back Office, in the Settings module, menu Management, command Taxes/Items
exceptions.
Retail Sales Documents in Back Office - Contents
The sales cycle allows you to manage the different sales documents that are needed to ensure the company runs smoothly. Yourcegid Retail Y2 provides a wide range of
options for managing these sales documents. The main types of sales are as follows:
- Retail sales: sales made to Individual customers, which include tax.
- Trade sales: sales made to companies, which generally exclude tax.
This document applies to retail sales made directly in Back Office. Sales entered using Front Office software are not included in this document.
Manual entry of sales receipts in the Back Office
Header Information
User-defined tables for documents
Document body
Footer Information
Payment entry
Other entry functionalities
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Receipt query and modification
Query types
Modification types
Access rights management
Concepts (26), Sales (102) and Settings (105) menus
Manual Entry of Sales Transactions in the Back Office
Back Office: Sales - Retail sales - Enter
The document type used for the entry of retail sales is FFO (Sales receipt), and concerns both the receipts entered in Front Office and in Back Office.
It includes sales receipts and customer merchandise return receipts. It has an impact on the physical inventory. A retail sales document may include the following information:
- header information
- user-defined tables (optional)
- document body
- footer information
- additional features
- payment entry
Header information
A retail sales document header contains the following mandatory and unique information:
- customer (even if the customer is not identified)
- store and warehouse (if multi-warehouse management in use)
- document currency
- document date
- provisional delivery date
Once the items are entered, some information is non-modifiable, and other data is optional, such as the sales representative.
Document currency
When entering a document, its currency corresponds to the currency of the latest element entered (default) : customer or store. However, it is possible to force the currency of
the document so that it is always set to one of these two elements: customer or store. Therefore you have to perform the following settings in the Preferences tab via module
Settings - Documents - Documents/Types. The "Origin of the currency" selection list allows you to specify as preferred:
- Store currency
- Third-party currency
- Currency of the last entry
Sales representative of the document
You can define the type of the sales representative that will be proposed according to the document type, as well as a default search criterion for sales representatives.
Examples:
Salesperson for retail sales documents
Sales representative for purchase documents
To define these elements, go to module Settings - Documents - Documents/Types, and open the Employee tab to select the sales representative type for the document. If need
be, you can also set a search filter on sales representatives.
User-defined tables for documents
If the information in the document header is insufficient to characterize it, you can add data by using user-defined document tables. Therefore a preliminary setup is
required.
Titles of user-defined tables
Back Office: Settings - Documents - User-defined tables - documents/Definition
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At first, it is necessary to give a title to the additional data.
Examples:
Order type
Origin of the order
User-defined table elements
Back Office: Settings - Documents - User-defined tables -Documents/User-defined fields
Secondly, you must define the list of the possible values for the titles defined previously.
Example:
Let us consider the two previous examples for user-defined tables:
For “Order type” you can create the following descriptions: collection, replenishment, etc.
For “Origin of the order” you can create the following descriptions: regular mail, e-mail, fax, etc.
You can also use an existing subtable, thus avoiding the entry of different descriptions. Therefore, tick the "Using a subtable" checkbox option, and select the subtable to use.
In this way, you can define a table called “Collection”, and then use a “Collections” subtable without having to fill them in, as they are already defined in the subtable. You
can do the same on all the subtables proposed: Zip codes, Accounting categories, Shipping method, Region, Currency, etc.
Define the scope of use for user-defined tables
Back Office: Settings - Documents - Documents/Types
In step three, you must determine the scope of use. Go to the User-defined table tab and tick the “Use of user-defined tables” checkbox option. Then specify the preferred
values. The "Mandatory" checkbox option makes the entry of this information mandatory, with or without a default value.
How to use user-defined tables
User-defined tables are used when entering documents, so that they can be used later to generate sales statistics.
Document body
This part of the document allows you to enter items or comments. You can make entries in a variety of ways:
- You can enter the item reference directly or select from an item list.
- You can enter a barcode (BC) directly or use the barcode entry window.
Footer information
This information can include the following:
- Invoice total discount
- Business discount
- Default payment method
Entering payments
After the body of the receipt has been entered and validated, an entry window opens automatically to allow you to add the payment method(s) used.
Receipt Query and Modification
Query types
Query receipts
Back Office: Sales - Retail sales - Query receipts
Receipts can be queried document by document. In this case, 1 line = 1 receipt. Double-clicking on a line allows you to view the document concerned (for re-printing for
example).
Query receipt lines
Back Office Sales - Retail sales - Query transactions
Receipts can be queried by line by line. In this case, 1 line = 1 receipt line. Double-clicking on a line allows you to view the document concerned (for re-printing for
example).
Query canceled receipts
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Back Office: Sales - Retail sales - Query receipts or Query transactions
The “Receipt canceled” option, available the Additions tab, is used to view canceled receipts only. By default, this option is not enabled.
Query archived receipts
Back Office: Sales - Retail sales - Query archived receipts or Query archived receipt lines
Once the receipts are archived the above mentioned commands allow viewing receipts and/or receipt lines.
About the archiving feature
Back Office: Administration - Purge/Archive
Archiving consists in reducing the size of the document tables, thus optimizing the management of active documents. The process is subject to:
- The purge date: this date must pre-date the current date by at least 3 years.
- The existence of an inventory closure prior to the archiving date in order to be able to recalculate inventory.
The event log contains a record of archiving operations.
The discount dashboard, available in Sales - Analysis - Dashboard/Discounts, considers the movements archived in Back Office.
Modification types
When a document has been opened using the modification command, the usual entry functions are available from the toolbar. However, you will no longer be able to
change certain header information.
Modify a receipt
Back Office: Sales - Retail sales - Modify receipts
This feature is used to modify the contents of a sales receipt. Once validated after its entry, a receipt can be modified only via this command.
This toolbar button is used to modify only the user-defined document tables, as long as they are not accounted for. This function depends on enabling the “Override
modification settings for user-defined tables” option, in Administration - Users and access - Access right management. This option is used to ignore the settings defined in the
"User-defined tables" tab in the settings of the document types, thus making all user-defines tables modifiable.
Modify a payment
Back Office: Sales - Retail sales - Modify payments
This feature is used to modify the payment of a receipt. Once validated after its entry, a payment can be modified only via this command.
Modify a customer
Back Office: Sales - Retail sales - Assign customer
This feature is used to modify the customer of a receipt. To search for specific sales receipts, this window offers numerous selection criteria, especially the Store field in the
Standard tab. Once the list of the receipts displayed, double click on the line of your choice. In the list of customers that will display, select the customer you want to assign to
the receipt. After validation, a process is launched to link the receipt to the customer, taking into account the customer's loyalty. This operation is logged to the event log, thus
tracing the origin of the assignment.
Batch modification of sales receipts
Back Office: Sales - Retail sales - Batch modification
A batch update feature for sales receipts is also available and is used to modify the following properties of the selected receipts:
- Acknowledgment of receipt
- Document accounted for
- Document exported
- E-mail sending status
- Mailing associated with document
Prevent the modification of a receipt
It is possible to prevent a receipt from being modified, even if you use the modification feature. In this case, if the user tries to modify a receipt declared “non-modifiable”, a
message will inform users that this operation is not authorized.
Step 1: Define the actions that make the document non-modifiable.
Back Office: Settings - Documents - Documents/Types
For a FFO document type, go to the Management tab and specify the actions in the field “Doc. is not modifiable after” that make this document type non-modifiable (creation,
visa, etc.).
Step 2: Enable user rights
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Back Office: Administration - Users and access - Access right management
User access rights include a concept called “Modifying a non-modifiable document" which is used to define the user groups authorized to perform this operation.
This concept is available in Menu 25 - Concepts, Commercial management - Document entry.
- To forbid modification of such a document, the “Modifying a non-modifiable document” option must be set to red.
- To authorize some groups to ignore this prohibition, the option must be set to green.
Access Rights for Retail Sales Documents in Back Office
Back Office: Administration - Users and access - Access rights management
Concepts menu (26)
Commercial management/Document entry
This menu manages user rights for specific functions relating to document entry in general, including documents from the retail sales cycle.
Sales menu (102)
Retail sales
These menus allow you to authorize users to enter, modify and query retail sales receipts in Back Office. They can also be used to manage user access rights for outstanding
payments, orders and customer reservations, etc.
Analyses and Reports
These menus allow you to grant the relevant user groups access to analyses and reports.
Pricing
These menus allow you to authorize the relevant user groups to access retail sales price list management functions, i.e., tax included price lists.
Settings menu (105)
Documents
This menu is used to authorize, in accordance with user groups, access to document settings, counter settings, input list settings, etc.
Management
This menu allows you to grant the relevant user groups access to the settings tables used when entering documents, for example, payment methods, currencies and exchange
rates, tax systems, freight and expenses.
Export Sales - Contents
In Front Office, two types of export sales are available:
- Export sale: this is a sales transaction with a markdown/markup rate.
- Net export sale: this is a sales transaction without a markdown/markup rate.
Export sales
Overview of export sales and net export sales
Preliminary settings
Configuring access rights
Configuring markdown/markup rates
Finalizing an export sale or a net export sale
In Back Office and Front Office
Return of an export sale
Impacts of an export sale
Examples of sales with markup/markdown rates
Overview of Export Sales and Net Export Sales
To be able to make the distinction between "export" sales and "net export" sales, the markup rate is stored in the document.
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- Sales with a markdown/markup rate are export sales.
- Sales without a rate of that kind are net export sales.
In principle, Service or Register operation type items remain subject to tax. This is why only Merchandise or Bill of materials type items can be subject to export.
Note!
Switching a document to export sale or net export sale is an operation that cannot be canceled. A tax exclusive document cannot become a tax inclusive document again. In
this case, the document must be canceled and the sale must be entered again inclusive of tax.
Export sales
An export sale is a document in which the various lines are considered tax-exempt; this only makes sense for documents which generally express their prices as tax inclusive.
The unit price is determined by subtracting the various applicable taxes from the unit price inclusive of tax. VAT is subtracted from the selling price inclusive of tax (from the
item price list or item record) in order to calculate the price excluding taxes.
Net export sales
This function is similar to the management of export sales, the difference being that no markup or markdown is applied to the selling price. The sale is changed to a net export
sale on the salesperson's initiative in the same place as export sales are.
Export Sales Settings
Configuring access rights
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access/Access right management
Menu 107 – Sales receipts/Access rights/Enter transaction
The following access rights must be enabled or not, if you want users to be authorized or not to perform export sales or net export sales:
- Implement an export sale
- Implement a net export sale
Configuring markdown/markup rates
Back Office: Basic data - Stores - Stores/Additions tab
Unlike net export sales, export sales can be supplemented using a markdown or markup rate as well as a rounding rule:
- The markup rate allows you to mark up the unit price exclusive of tax for an item that is sold as an export item.
- The markdown rate allows you to mark down the unit price inclusive of tax for an item that is sold as an export item.
These settings are defined for each store.
Configuring export sales exclusive of tax with markup
The "Export sales - Tax inclusive invoicing" section of the screen is used to specify the calculation basis to be used. Select the “W/o tax” option and enter a markup rate. The
export sales will be calculated on this basis. To calculate the end price, VAT is subtracted from the tax-inclusive selling price (from the item price list or item record) to get
the tax-exclusive price.
The markup rate is then added to that price: Tax-incl. price = Tax-excl. price * (1 + MARKUP_RATE/100)
Note that the tax model exemption system is applied to the line in order to make it tax-exempt.
The "Include items not subject to tax" option is selected by default. If this option is not selected, items with a tax exclusive unit price equal to the tax inclusive unit price are
excluded from processing.
Configuring export sales inclusive of tax with markdown
The "Export sales - Tax inclusive invoicing" section of the screen is used to specify the calculation basis to be used. Select the “w/ tax” option and enter a markdown rate. The
export sales will be calculated on this basis.
To calculate the end price, the tax-inclusive selling price (from the item price list or item record) is used, from which you will also deduct the markdown rate : Tax-incl. price
= Tax-excl. price (1 – MARKDOWN_RATE/100)
The "Include items not subject to tax" option is selected by default. If this option is not selected, items with a tax exclusive unit price equal to the tax inclusive unit price are
excluded from processing.
Finalizing an Export Sale or a Net Export Sale
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Export sales in Back Office and Front Office
Back Office
Back Office: Sales - Retail sales - Enter
When entering documents in Back Office, the same process can be triggered using the [Additional actions/Taxes] button. This option is only available for documents
with the invoicing type "Invoiced inclusive of tax".
Front Office
Front Office: Sales receipts - Sales - Enter transaction [Actions on taxation] button
When you enter a receipt, use the [Actions on taxation] button to move the current receipt to the export sale or net export sale feature. A message then prompts you to
confirm that you want to move the document to an export sale or a net export sale. Note that you cannot undo this operation.
Return of an export sale
To perform a line return on an export sale, you must first click the [Actions on taxation/Export sale], and then the [Return line] button.
Impacts of an export sale
Lines that have already been entered are modified to take into account the export status of the document, and "Subtotal" lines are recalculated in order to display the subtotals
excluding tax. New lines relating to Merchandise or Bill of materials items are immediately changed to "tax exclusive". When a document is changed to an export document,
the following actions are no longer possible:
- Changing the document back to "tax inclusive"
- Recalculating the price list using the Price list update: line by line feature
- Modifying the document customer
Note!
In export sales, receipts are considered tax-exempt and prices and amounts are expressed as exclusive of tax.
As a result, the amounts used as a calculation basis in the sales conditions and loyalty modules are, in this case, amounts exclusive of tax, and not amounts inclusive of tax.
Examples of sales with markup/markdown rates
Sale with markup rate:
€14.00 price inclusive of tax (VAT at 20%). Markup rate is 10%:
- Net export sale amount: 14/1.20 = €11.66
- Export sale amount with markup of 10%: 11.66*(1+10/100) = €12.82
Sale with markdown rate:
€14.00 price inclusive of tax (VAT at 20%). Markdown rate is 10%:
- Net export sale amount: 14/1.20 = €11.66
- Export sale amount with markdown of 10%: 14*(1-10/100) = €10.50
Multi-Referencing - Contents
In Back Office and Commercial management, referencing enables you to manage item references reserved to either each customer, each supplier or at the company level. It is
therefore possible to define a specific item code and description for each customer which is different from the company’s code and description. Multiple referencing is used in
item search priority.
Configuring Multi-referencing
Creating item search priorities
Configuring multi-packaging
Multi-referencing management
Operation from (item and third-party) records
Using customer referencing in documents
Configuring Multi-Referencing
Since multi-referencing is used in item search priority, you will need to configure search priorities. Item search priorities allow you to search items according to an order of
priority previously configured.
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Example:
Priority 1: Item code; Priority 2: Barcode; Priority 3: Company reference; Priority 4: Customer reference; Priority 5: Supplier reference; Priority 6: No search.
In this example, based on the item code entered, Yourcegid Retail Y2 will first search if the code is referenced as an item code. If it does not find a corresponding item code, it
will then search by barcode, then by company reference, customer reference, and finally by supplier reference.
Please note!
The search will stop as soon as a code that matches the search criteria is found. We therefore strongly recommend that you have separate codes for each type of search. Note
that the priorities are those that were defined by default for each type of document. It will then be possible to change them type by type in document type, if necessary (see Set
search priority by document type).
Step 1: Creating item search priorities
See Search priorities for items.
Step 2: Configuring multi-packaging
Back Office: Administration - Company - Company settings
This step is optional. It allows you to associate a quantity with each reference. It is therefore possible to express a sale by unit, or by batch for a single item.
Example:
- Unit sales: item code used, its barcode or any referencing managed “by a multiple of 1.”
- Multiples of 10: Use a new reference managed by multiples of 10.
This display depends on enabling the Multi-packaging management company setting in the Commercial management/Items.
Multi-Referencing Management
Operation from items and third-party records
Referencing can be defined by generic item or by single item. You can do this in the item record, customer record and the supplier record. It is possible to enter these
references in quick succession after selection of an item list in the customer record.
In the item record
Back Office: Basic data - Items - Items
Via this button, the Referencing option allows you to enter the reference and description of the selected item for one or more customers.
In the customer record and supplier record
Back Office: Basic data - Customers (Suppliers) - Customers (Suppliers)
If you click this button to access the Referencing (or Item referencing) option, a window opens to allow you enter the reference and description of one or more items for
the selected customer.
You can then make multiple entries by using the [Enter multiple references] button in the Referencing window.
In this case, the entry window will allow you to select several items and then enter a reference and description for each of these items, all for the selected customer.
Using customer referencing in documents
Back Office: Settings - Documents - Documents/Type
Customer referencing can be used when entering documents. In the Preferences tab, select an item search priority containing the customer or supplier reference. Once this
configuration has been completed, you may enter items and documents as follows:
Entering the item reference directly
The customer reference can be entered in the grid directly. If it is exact, the description of the customer referencing will then be inserted into the line. Otherwise, the multi-
criteria search window will appear.
Using the multi-criteria search window for items
When customer referencing management is activated for a document, the [Standard item search] button will appear in the menu bar. This button, which can have an
active or inactive status, will become active when you place your cursor in the entry grid on the document. When searching for an item, the search is done on the standard
multi-criteria for items. If this button is pushed, a search will be done on multi-criteria for items referenced at the customer’s.
Please note that if you select the “ORLI presentation” checkbox in the company settings, item category levels 4 to 8 will be displayed here.
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Trade Sales Documents - Contents
The sales cycle allows you to manage the different sales documents that are needed to ensure the company runs smoothly.
Yourcegid Retail Y2 provides a wide range of options for managing these sales documents. The main types of sales are as follows:
- Retail sales: sales made to Individual customers, which include tax (see Retail sales).
- Trade sales: sales made to companies, which generally exclude tax.
This manual applies to trade sales only.
Foreword
Trade sales cycle
Overview of sales documents
Required settings
Document settings
Access rights
Manual entry of trade sales documents
Header information
User-defined tables for documents
Document body
Footer information
Other entry functionalities
Query, modify and duplicate documents
Document query
Document modification
Document duplication
Generating documents
Automatic or manual document generation
Grouping criteria and visa management
Remainder management
Links with inventory
Links with inventory
Trade payments
Trade settlement settings
Entering trade payments
List of payments when generating invoices
Viewing customer outstanding business
Reconciling/Canceling payment reconciliation
Cycle and Purchase and Sales Document Management (Trade and Retail) -
Contents
The purchase and sales cycle is used to manage the different documents necessary for the smooth running of the company. Cegid Business Retail has a very large range of
possibilities for the management of these documents.
- The purchase cycle mainly occurs in the Back Office Purchases module, but some functionalities are however available in Front Office.
- The sales cycle distinguishes between retail sales (sales made with retail customers and with tax included prices), and trade sales (sales made with corporate customers,
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generally with tax excluded prices.)
Only purchases and sales made in Back Office are described in this topic.
Introduction
Overview of the purchase cycle
Trade sales cycle
Miscellaneous settings
Document type settings
Additional setup for trade sales documents
Access rights management
Manual entry of documents
Header information
User-defined tables for documents
Body of the document
Document footer information
Payment entry
Other entry functionalities
Query, modify and duplicate documents
Query documents/receipts
Modify documents/receipts
Duplicate documents
Preventing the modification or duplication of a document/receipt
Generation of purchase or trade sales documents
Automatic or manual document generation
Pre-receipts and receipts of ALFs and CFs
Grouping criteria
Visa management
Remainder management
Links with inventory
Impacts on inventory
Trade payments
Trade settlement settings
Entering trade payments
List of payments when generating invoices
View customer outstanding business
Reconcile/Cancel payment reconciliation
Overview of the Trade Sales Cycle
Trade sales cycle
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Overview of Trade sales documents
Settings Linked to Purchase and Sales Document Management
Document type settings
Back-Office and Front-Office: Settings - Documents - Documents/Types
This command lists all documents type used in Back Office and Front Office (especially purchase documents, trade or retail sales document.) You can customize settings for
each document type. Click here for further information.
Required settings for trade sales documents
Back Office: Administration - Company - Company settings - Commercial management
Some of the company settings hereafter have a direct impact on the way in which trade sales documents are entered.
- In Documents - Processing: Check the settings of the Miscellaneous section.
- In Pricing: Check the Use TRADE price lists.
- In Documents - Entry: The Delivery dates section allows you to set up a delivery date check to be carried out during entry and generation, according to the document type.
Fields
Description
Customer quotation (DE)
This type of document is a kind of customer pre-purchase order that performs an initial calculation
of the order cost. It has no impact on the physical inventory.
Pro-forma (PRO)
This type of document is equivalent to a quotation, but is used for administration purposes. It has
no impact on the physical inventory.
Customer order (CC)
This type of document, when used for a specific store and customer, can be entered directly or
generated from another type of document that comes before it in the cycle. It has no impact on the
physical inventory.
Delivery preparation (PRE)
This is a kind of intermediate document between an order and a delivery. It is optional, and aims
to make it easier to search the inventory for items that have been ordered. It may differ from the
relevant customer order to the extent that not all of the ordered items may be available. It has no
impact on the physical inventory.
Customer delivery (BLC)
This type of document can be entered directly or generated from another document that comes
before it in the cycle (Quotation/Customer order/Delivery preparation, etc.). It has an impact on
the physical inventory.
Customer invoice (FAC)
This document corresponds to a traditional invoice and has an impact on the physical inventory. It
can be entered directly or generated from another document type that comes before it in the cycle
generally a delivery.
Financial customer invoice (FAF)
This document does not result in a physical exchange of merchandise, and therefore has no impact
on the physical inventory (example: an additional invoice following an error in the original).
Customer credit on inventory (AVS)
and financial credit note (AVC)
Customer credit on inventory corresponds to a traditional credit note. Its counterpart is a customer
invoice, and it has an impact on the physical inventory. A financial credit note is the counterpart of
a financial customer invoice. It has no impact on the physical inventory.
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- In Customers - Suppliers: Check the Trade settlement management (in the Customer payment section.)
Access rights management
Back Office: Administration - Users and access - Access right management
The following access rights can be enabled for user groups:
Manual Entry of Purchase and Sales Documents
Back Office: Purchases and Sales (Retail and Trade) modules - Enter
The functionalities linked to the entry of a document are available in the toolbar. The purchase document can be divided into the following parts: Header information, User-
defines tables (optional), Body of the document, Footer information of the document, and Payment entry.
- Please notice that some documents can be entered directly. Others can only be generated from a previous document.
The document type used for the entry of retails is FFO (Sales receipt), and concerns both the receipts entered in Front Office and in Back Office. It includes sales receipts and
customer merchandise return receipts.
Header information
A purchase or sales document has a certain amount of header information. Some information is mandatory, especially:
- The supplier (for purchase documents)
- The customer (for sales documents) even if the customer is not identified.
- The store and the warehouse (if multi-warehouse management in use)
- The document currency
- The document date
- The provisional delivery date
Once the items are entered, some information is non modifiable, and other data is optional, such as the sales representative. Other information is optional:
- internal reference
Menu
Section
Access right description
Menu Concepts (26)
Commercial
management -
Document entry
This menu manages user rights concerning the particular
functions relative to the entry of documents in general,
including purchase cycle documents.
Menu Settings (105)
Documents
This menu is used to authorize, in accordance with user
groups, access to document settings, counter settings, input
list settings, etc.
Purchase and sales (trade and
retail) cycle
Management
This menu allows you to grant the relevant user groups
access to the settings tables used when entering documents,
for example, payment methods, currencies and exchange
rates, tax systems, freight and expenses.
Purchase and sales (trade and
retail) cycle
Menu Purchases (101)
All sections
This menu grants authorization for selected user groups to
get access to all the operations and processes that can be
performed on purchase documents according to their type:
entry, search, modification, reports and analyses, generation,
duplication, processing, price lists, etc.
Purchase cycle
Menu Sales (102)
Retail sales
These menus allow you to authorize users to enter, modify
and query retail sales receipts in Back Office. They can also
be used to manage user access rights for outstanding
payments, orders and customer reservations, etc.
Retail sales cycle
Pricing
These menus allow you to authorize the relevant user groups
to access retail sales price list management functions, i.e. tax
included price lists.
Retail sales cycle
Analyses and Reports
These menus allow you to grant the relevant user groups
access to analyses and reports.
Purchase and sales (trade and
retail) cycle
Trade sales
These menus allow you to authorize the relevant user groups
to input, modify, view, duplicate and reconcile the various
types of trade sales documents.
Trade sales cycle
Generation
They also allow you to manually or automatically change
one type of trade sales document into another type of
document that comes later in the sales cycle. They can also
be used to manage user access rights for document approval,
customer order allocation, remainder cancellation.
Trade sales cycle
Trade price lists and
Pricing
These menus allow you to grant the relevant user groups
access to trade sales price list management functions, i.e. tax
excluded price lists.
Trade sales cycle
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- external reference
- follow-up reference
- employee
Note that these pieces of information may be subject to an additional setup in the document types (go to module Settings - Documents - Documents/Types):
- Miscellaneous tab: defines how references (internal, external and follow-up) will work.
- Employee tab: defines the default type of the sales representative linked to the document (salesperson, cashier, representative, etc.)
For further information about the settings of the document types, please refer to the chapter about Document types.
Important information about the following fields :
Document user-defined tables (optional)
If the information in the document header is insufficient to characterize it, you can add data by using user-defined document tables. Therefore a preliminary setup is required.
Titles of user-defined tables
Back Office: Settings - Documents - User-defined tables - Documents/Definition
At first, it is necessary to give a title to the additional data.
Examples:
Order type
Origin of the order
User-defined table elements
Back Office: Settings - Documents - User-defined tables - Documents/User-defined fields
Secondly, you must define the list of the possible values for the titles defined previously.
Example:
Consider the two previous examples for user-defined tables:
- For title "Order type" you can create the following: collection, replenishment, etc.
- For title "Origin of the order" you can create the following: regular mail, e-mail, fax, etc.
You can also use an existing subtable, thus avoiding the entry of different descriptions. Therefore, tick the "Using a subtable" checkbox option, and select the subtable to use.
In this way, you can define a table called “Collection”, and then use the “Collections” subtable without having to fill them in, as they are already defined in the subtable. You
can do the same on all the subtables proposed: Zip codes, Accounting categories, Shipping method, Regions, Currencies, etc.
Scope of use for user-defined tables
Back Office: Settings - Documents - Documents/Types
In step three, you must determine the scope of use. Go to the User-defined tables tab, and tick the "Use of user-defined tables" checkbox option, and specify the preferred
values. The "Mandatory" checkbox option makes the entry of this information mandatory, with or without a default value.
How to use user-defined tables
User-defined tables are used during document entry for future operations in purchase statistics.
Document body
This part is used to enter items, or other lines such as comment lines. Several entry methods are offered:
Entry of the item reference
Enter into the Reference field the item reference directly or double click to select your item from the list (only the items linked to the supplier of the document are proposed.)
Enter barcode
Click on this button to display the "Enter barcode" screen.
Terminal downloading
Fields
Description
Document currency
This field recovers the setup defined in the document types/Preferences tab, field
Origin of currency
Delivery date
This fields is supplied by the setting defined in the document types/Preferences tab,
field Origin of delivery date.
Document sales rep
This field recovers the setup defined in the document types/Employee tab, field
Sales representative type.
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It is possible to use a portable inventory terminal (PIT) to download data.
Therefore, click on the [Enter the barcode] button to display the "Enter barcode" screen.
Then click on this button to open the Transmission window.
Footer information of the document
In addition to the information displayed on the item lines entered in the document, and the totals, it is possible to enter in the footer:
- a footer discount
- a business discount
- freight and expenses
Payment entry
For sales document (trade and retail,) once the body of the receipt entered and validated, an entry window opens automatically to allow you to add the payment method(s)
used.
Other entry functionalities
Back Office: Purchases and Sales (Retail and Trade) modules - Enter
The functionalities linked to the entry of a document are available in the toolbar. Depending on the settings of the folder, other buttons or lines of buttons are available
(litigation, packing, pre-allotment etc.)
Query, Modify and Duplicate Purchase and Sales Documents (Trade and Retail)
Query documents or receipts
Button
Description
This button is used to view the third-party record or the document currency.
The [Additional actions] button is used to enter information to complement the header information, to
detail discounts, to enter taxation exemptions, etc.
The [Installments] button is used to open the due dates and payment methods input window.
The [Line actions] button is used to insert and delete lines, to merge lines with identical characteristics
and to display or hide generic item dimensions.
The [Insert subtotal] button is used to create a subtotal during entry.
This button is used to enter a deposit or a payment, if the deposit management is enabled in the
document type, in the Management tab.
The [Freight and expenses] button allows you to create or use freight and expenses for the document.
The [Search] button allows you to search for an element in the document
The [Detailed description of item] button opens a small free input window for the selected line, which
can be used to enter comments on a line.
If this button is used the item search is performed via the item referencing rather than via a list of
items.
The [Enter barcode] button opens the barcode entry window.
This button concerns only purchase documents. It is used to insert items in mass based on inventory
criteria.
This button concerns only purchase documents It is used to create an item during document entry.
This button is used to manage the packing of items, if the appropriate option has been enabled first in
the document types.
This button is used to create a third-party as long as the cursor is located in the document header (a
supplier for purchase documents, a customer for sales documents.)
This button concerns only purchase documents. These buttons are used to allocate automatically the
quantity of the previous document to the current document for a specific line or for all the lines of the
document.
Access from Back Office
Type of query
Purchases or Trade sales - Query/By
document
By document
Documents can be queried document by document. In this case, 1 line = 1 document. Double-clicking on a line allows
you to view the document concerned (for re-printing for example.)
Purchases or Trade sales - Query/By
Query by document line
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Modify documents or receipts
Duplicate purchase and trade sales documents
Note that this feature does not concern Retail sales in Back Office.
To duplicate a document, you must first specify the duplication types for each document type in module Settings - Documents - Documents/Types.
Go to the Management tab, and specify in the "Duplication types" field the duplication types for each document type.
Duplicating a document
Back-Office: Purchases or Trade sales modules
This function is useful for entering a new document quickly when the lines are virtually identical and only one piece of header information needs to be changed, such as the
customer or store.
The document duplication function does not create any link between the original document and the duplicated document.
Double-click on the document to duplicate. Once open, make the relevant modifications and validate.
document line
Documents can be queried by document line. In this case, 1 line = 1 line in a document. Double-clicking on a line
allows you to view the document concerned (for re-printing for example).
Purchases or Trade sales - Query/By
document
Query canceled documents
The "Deleted document" checkbox option, available the Status tab, is used to view the canceled documents only. By
default, this option is not ticked.
Sales - Retail sales - Query/Receipts
Query receipts
Receipts can be queried receipt by receipt. In this case, 1 line = 1 receipt. Double-clicking on a line allows you to view
the document concerned (for re-printing for example).
Sales - Retail sales - Query/Receipt
lines
Query receipt lines
Receipts can be queried by line by line. In this case, 1 line = 1 receipt line: Double-clicking on a line allows you to
view the document concerned (for re-printing for example.)
Sales - Retail sales - Query/Receipts or
Receipt lines
Query canceled receipts
The “Receipt canceled” option, available the Additions tab, is used to view canceled receipts only. By default, this
option is not enabled.
Purchases or Trade sales - Query/By
archived document or By archived
document line
Sales - Retail sales - Query/Archived
receipts or Archived receipt lines
Query by archived documents/receipts
Once the documents or receipts archived, use this command to perform queries (by document/receipt or by lines.)
- About the archiving feature (module Administration, menu Purge, command Archive/Archive documents):
Archiving consists in reducing the size of the document tables, thus optimizing the management of active documents.
The process is subject to the purge date (this date must be inferior to the current date by at least 3 years) and to the
existence of an inventory closure (prior to the archiving date in order to be able to recalculate inventory.) The event
log contains a record of archiving operations. The discount dashboard (available in Sales - Analysis -
Dashboard/Discounts,) takes the movements archived in Back Office into account.
Access from Back Office
Type of change
Purchases or Trade Sales -
Modification
Modification of documents
This feature is used to modify the contents of a document. Once validated after its entry, a document can be modified
only via this command. When a document has been opened using the modification command, the usual entry
functions are available from the toolbar. However, some header information can no longer be modified.
Purchases or Sales (Trade or Retail) -
Batch modification
Batch modification of documents/receipts
This feature is used to modify the following properties of the documents/receipts selected: Acknowledgment of
receipt, recorded document, Exported document, emailing status, mailing associated with a document This batch
modification can be performed by document or document line.
Sales - Retail sales - Modify receipts
Modification of a receipt
This feature is used to modify the contents of a sales receipt. Once validated after its entry, a receipt can be modified
only via this command.
This toolbar button is used to modify only the user-defined document tables, as long as they are not accounted
for. This function depends on the activation of the “Override modification settings for user-defined tables” concept, in
Administration - Users and Access - Access Right Management. This concept is used to ignore the settings defined in
the "User-defined tables" tab in the settings of the document types, thus making all user-defined tables modifiable.
Sales - Retail sales - Batch
modification
Modification of a payment
This feature is used to modify the payment of a receipt. Once validated after its entry, a payment can be modified only
via this command.
Sales - Retail sales - Assignment to a
customer
Modification of a customer
This feature is used to modify the customer of a receipt. To search for specific sales receipts, this window offers
numerous selection criteria, especially the Store field in the Standard tab. Once the list of the receipts displayed,
double click on the line of your choice. In the list of customers that will display, select the customer you want to
assign to the receipt. After validation, a process is launched to link the receipt to the customer, taking into account the
customer's loyalty. This operation is logged to the event log, thus tracing the origin of the assignment.
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Upon duplication, button [Zoom menu, option Linked documents] displays the list of linked documents, and the type of link, in a simplified multi-criteria selection
screen.
Information is added to the duplicated document to show that it has been duplicated. This information is also added to the duplication multi-criteria selection screen, in order
to facilitate the selection of non-duplicated documents.
Please notice that the usual entry functionalities are available to you through the toolbar.
Preventing the modification or duplication of a document/receipt
If this feature is enabled, a user who tries to modify a document/receipt declared non-modifiable or to duplicate a document declared non-duplicable, will see a message
displaying that this operation is not allowed.
Just remind: this feature does not concern Retail sales in Back Office.
Step 1: Define the actions that make the document non-modifiable or non-duplicable.
Back Office: Settings - Documents - Documents/Types
For the document type of your choice (FFO for receipts), go to the Management tab and specify in field "Doc. is not modifiable after” or in field “Non-duplicable doc. after”
the actions that make this document type non-modifiable or non duplicable (creation, visa, etc.)
Step 2: Enable user rights
Back Office: Administration - Users and access - Access rights management
Select menu Concepts (26) and go to Commercial management - Document entry.
The “Modifying a non-modifiable document” and “Duplicating a non-duplicable document” concepts must be set to red to forbid the modification or duplication of these
documents.
Generating Purchase and Sales Documents
Automatic or manual document generation
This process consists in creating a new document quickly from another document that precedes it in the trade sales cycle. There are two types of generation (manual or
automatic)
Manual generation
Back Office: Purchases or Sales - Generation - and then selection of the command
This feature allows the rapid entry of a document from a previous document. Each document can thus be generated from a previous document in the purchase cycle.
Examples:
- Creating a delivery from a customer order, or creating an invoice from a delivery or direct from a quotation.
- Creating a receipt from a purchase order, or creating an invoice from a receipt.
Standard input procedure
Choose the type of document you want to generate from the generation menu: Order, Delivery, etc.
Use the multi-criteria selection screen to search for the document you want to transform. Only those types of documents that precede the new document in the cycle will be
shown.
Double-click on the document to transform. The entry screen for the document you want to generate will open, with the normal entry functions.
Use the following quantity allocation buttons located in the toolbar, and then validate the new document:
- Allocate the quantities automatically for the line.
- Allocate the quantities automatically for the document.
Note: The quickest method is to allocate the quantities for the entire document, and then just change the lines that have different quantities.
Blind entry of barcodes
In manual document generation, you can opt for entering barcodes in blind mode. If the option is enabled, you must enter the barcode using the barcode entry screen and you
cannot view information from the previous document. However, if an item barcode is not usable (erased or torn label,) this button , available on the input line (Barcode
field) allows you to select the item from a multi-criteria screen.
To implement this functionality, enable the Blind entry of barcodes setting in the document type concerned. Once this setting is enabled, you can nevertheless force this
setting for some user groups by activating, through the access right management, the Override blind entry of barcodes for manual generation concept from Back Office
module Administration, menu Users and access, command Access right management, and the Concepts (26) - Commercial management/Document entry.
If there is a difference between the original document and the validated document, an information message is displayed to alert the user about this issue: “There are
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differences between the validated document and the original one. For further information, please refer to the event log.”
In order to keep track in the event log, of these discrepancies found for the entered items, go to module Administration - Users and access - Access rights management, and
then menu Follow-up actions (113) and enable the tracking of actions of your choice:
- Purchases - Generation of purchases - Discrepancy on blind validation of barcodes
- Sales - Generating sales - Discrepancy on blind validation of barcodes
Automatic generation
Back-Office: Purchases or Sales - Generation - Automatic generation
This command enables the automatic generation of a document or several documents using one or several preceding documents, according to grouping criteria (see below.)
In the case of different suppliers in original documents, several documents will be generated.
In the case of identical suppliers in the original documents, just one document can be generated, under certain conditions (same tax system, same discount if there is one, same
currency, etc.)
Pre-receipts and receipts of ALFs and CFs
Back Office: Purchases - Generation - Pre-receipt and receipt of notices
It is possible to pre-receive and receive delivery notices and purchase orders automatically in multi-selection. This makes it possible to accelerate the merchandise receipt
functionalities in the case of delivery notices by indicating that the goods have arrived at the store, thus allowing them to be rapidly entered into inventory.
Procedure
Documents must be selected with the space bar, and then use one of the following buttons:
- This button launches the pre-receipt of the elements selected.
- This button launches the validation of notices and orders (and therefore receipt) of elements selected.
- This button displays the communication screen with an input terminal. Terminal downloading allows you to automatically take delivery of the notices and orders.
- These buttons allow you to perform pre-receipts and receipts of multiple packages. They display a screen that allow you to enter information quickly , especially if
the references are barcodes. These two options are subject to the following access rights: “Authorize multi-package pre-receipts when validating notices” and “Authorize
multi-package receipts when validating notices”, both available in Menu 26 - Concepts - Commercial management - Document entry.
Status
The status of a receipt may have 1 of these 4 values:
- On hold: the document has just been created
- Pre-received: the document has arrived at the warehouse
- Partial processing: The document content has been scanned but items are missing
- Notice processed: all the items have arrived or the document has been cleared
To view the status in the multiple criteria screen, configure appropriately the display of the "Receiving Status" column.
For convenience, this screen will also allow you to pre-receive and receive transfer notices (TRV).
The “Pre-receve and receive notices” feature is also available in Back Office in menu Inventory - Generation, and in Front Office in menu Management - Receipts and returns.
Grouping criteria
Back Office : Settings - Documents - Documents/Types
The grouping criteria can be configured via the [Additions - Grouping option] button, according to document type.
Third-party criteria are generally used for quotations, taxes, invoicing system (tax exclusive or inclusive), business discount percentage, etc. You cannot group orders from
more than one customer into a single delivery.
Visa Management
Approval management allows any document type to be subject to validation by an authorized user if the amount in question falls outside of a predefined range (see Approval
Management.)
Example:
For example, a customer order must be approved if the cost exceeds 500 euros.
Remainder management
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When entering a document, you may find that there are quantities leftover from the quantity entered in the preceding document. These are called remainders.
Example:
Order # 1 contains the following items:
- UNI: 3 items
- DIM: 20 items, as follows:
Receipt # 1 is generated from order # 1:
- UNI: 1 item
- DIM: 20 items, as follows:
The remainders of the UNI item are therefore 2 items.
The remainders of the DIM items are as follows:
These remainders can be consulted:
- in the document query (field GP_TOTALQTERESTE)
- in the documents line query (field GL_QTERESTE)
- in the purchases dashboard
- in the inventory cube
Note: The DIM quantities for size 44 are referred to as surplus quantities.
Impacts on Inventory
Purchase and sales documents have an obvious impact on inventory.
Purchase documents
The following counters allow you to change the DISPO table:
- GQ_PHYSIQUE (physical inventory)
- GQ_PROPOACHAT (purchase proposal counter)
- GQ_RESERVEFOU (purchase order counter)
- GQ_ANNONCELIV (delivery notice counter)
- GQ_LIVREFOU (receipts of goods counter)
- GQ_FACTUREFOU (supplier invoices on inventory counter)
Colors/Sizes
36
38
40
42
total
Black
1
2
3
4
10
Pink
4
3
2
1
10
Total
5
5
5
5
20
Colors/Sizes
36
38
40
42
44
Total
Black
2
2
2
2
2
10
Pink
2
2
2
2
2
10
Total
4
4
4
4
4
20
Colors/Sizes
36
38
40
42
44
Total
Black
-
0
1
2
-
3
Pink
2
1
0
-
-
3
Total
2
1
1
2
-
6
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- GQ_AVOIRFOURNSTOCK (supplier credit note on inventory counter)
- GQ_RETOURFOURN (supplier return counter)
Purchase proposals, purchase orders and delivery notices never have an impact on physical stock (GQ_PHYSIQUE). The other documents have an impact on stock as
indicated above.
Please notice that in some cases, the generation cancels the impact of the previous document.
Example:
GQ_RESERVEFOU is impacted again by the generation of the previous document.
Sales documents
The following counters allow you to change the DISPO table:
- GQ_PHYSIQUE (physical inventory)
- GQ_RESERVECLI (customer order counter)
- GQ_PREPACLI (delivery preparation counter)
- GQ_LIVRECLI (customer delivery counter)
- GQ_DISPOCLI (available reservations and orders counter)
- GQ_FACTURECLI (customer invoices on inventory counter)
- GQ_AVOIRSTOCK (customer credit notes on inventory counter)
Deliveries, invoices and credit notes have an impact on the physical inventory (GQ_PHYSIQUE field). The other documents have an impact on stock as indicated above.
Please notice that in some cases, the generation cancels the impact of the previous document.
Example:
GQ_RESERVEFOU -1 is impacted again by the generation of the preceding document.
Trade Payments
One of the key elements of trade sales document management is the entry and tracking of customer payments. By default, when accounting and commercial management have
common databases, this tracking is managed via the additional accounting module called "Payment follow-up". If the databases are different, a number of settings must be
configured in the commercial management folder in order to ensure that customer payments are tracked (whether they have been collected or not), and that a customer’s
balance can be viewed at any time.
Trade settlement settings
Enable payment follow-up
Back Office: Administration - Company - Company settings
Go to Commercial management/Customers-Suppliers, the check the “Trade settlement management” option (available in Customer payments section).
Configure how the installment window opens
Action:
Impacted counters
Impacted quantity
Creation of a purchase order (CF)
GQ_RESERVEFOU +1
+1
Generation of a delivery (BLF)
GQ_PHYSIQUE
GQ_LIVREFOU
GQ_RESERVEFOU
+1
+1
-1
Action
Impacted counters
Impacted quantity
Creating a customer order (CC)
GQ_RESERVECLI
+1
Generating a delivery (BLC):
GQ_PHYSIQUE
GQ_LIVRECLI
GQ_RESERVECLI
+1
+1
-1
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Back Office: Settings - Documents - Documents/Types
Go to the Management tab and specify how the installment window will open (automatically, on demand, no installments.)
Configure payment method used
Back Office: Settings - Management - Financing plans
This option enables the user to define the payment methods that will be used when entering trade payments.
Entering trade payments
Back Office: Sales - Trade sales
This section explains trade payment entry within or outside a document.
Enter payments in a document
Back Office: Sales - Trade sales, then select the document to enter (estimate, order, delivery, etc.)
Depending on the relevant settings, the installment window will open automatically or via the [Installments] button.
For all documents except invoices, you must first indicate whether a payment is a deposit or a down payment. This information is not required for an invoice.
You must then specify the customer payment method(s), the respective amounts and whether the payments were made at the time, or the scheduled payment date, otherwise.
The default settlement method specified in the Payment tab of the relevant customer record will be displayed first.
This button allows you to access the financing plan settings in the Installment distribution window.
Note that the “Amount collected” information is only available when the “Trade settlement management company” option has been activated.
This button allows you to assign due dates to the payment methods displayed.
Enter payments without using a document
Back Office: Sales - Trade sales - Enter payment
This allows you to enter a payment without entering a business document.
The payments and due dates entry window is then displayed so that you can complete the initial entry made during document entry. In this entry mode, payments are
considered to be collected by default.
Warning:
When a payment is entered directly in this way it is linked to a fictitious document type, with the code FIC.
List of payments when generating invoices
Back Office: Sales - Generation - Invoice
When the “Trade settlement management” option has been enabled in company settings, a list of customer payments will be automatically displayed when validating the
generation of customer invoices.
You can then select all or some of the payments that were recorded as collected when the documents preceding the invoice were entered.
View customer outstanding business
Back Office: Basic data - Customers - Customers
You can view a customer’s outstanding business in the General tab of the customer record, using the [Customer outstanding] button. You can also access the customer
record from a trade sales document, using the [Zoom menu - Show third-party] button from the toolbar.
The outstanding business, the accounting outstanding, the amount paid but not due and the risk amount are displayed automatically according to the customer’s documents.
Information on the last document entered is also displayed. The calculation of these values depends on the settings specified in the Third-party tab of the of the document
types (go to module Settings,- Documents - Documents/Types) for the following fields:
- Consider in outstanding
- Consider customer exposure
The risk calculation is based on the credit values and credit ceiling specified for each customer. These values are displayed but cannot be modified, as they have been
configured for each customer in the Payments tab of their respective records. The color of the traffic light changes according to the customer exposure level:
- green when the credit granted has not been reached
- orange when the credit granted has been reached or exceeded, but not the relevant credit limit
- red when the credit limit has been reached or exceeded
According to the level of exposure, a warning message will appear when a new document is entered for this customer:
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- Credit granted to the third-party has been exceeded
- Credit limit granted to the third-party has been exceeded.
Once the credit limit has been reached or exceeded, entries will be locked. You can, however, force the lock by checking the Force status checkbox (subject to access rights).
In the Outstanding window, the [Outstanding detail] button provides access to a document recap relating to the customer in question, and the associated payments.
Reconciling/Canceling payment reconciliation
Back Office : Sales - Trade sales - Reconcile/cancel
Yourcegid Retail Y2 allows you to match invoices to customer payments.
After having selected a line from the list, click on this button to view the document information at the bottom of the screen without having to open it.
The left part displays information about the items of the document and the right part displays payment data.
The [Zoom] button allows you to switch between the customer record view and the document view.
Lines can be selected using the space bar or the [Select all] button.
A number of checks are performed when carrying out or canceling a reconciliation. Generally, these checks are linked to payments; and based on their context the following
messages may be displayed:
- The sum of payments cannot be superior to the sum of invoices.
- Payment of invoice no. XX is linked to several invoices. Do you want to cancel the reconciliation of these other invoices or only this one?
Omni-Channel Management - Contents
General settings
Serializing the Omni-channel module
Company settings
Access rights
Specific settings
Creating a store
Configuring stores
Configuring registers
Creating movement reasons
Management in Back Office
Manual order entry
Automatic order integration
Managing orders
Canceling orders
Canceling orders based on their delivery method
Managing returns
Management in Front Office
Order entry and tracking
Canceling orders
Managing returns
Validating requests for goods
Managing pick-up points in Front Office
No available stock in central warehouse for orders
Settings and general information
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Operating principles
Processing customer orders
Other features available in the Omni-channel module
Multicurrency management for orders
Data recovery
Data export
Management of formulas in lists of requests for goods
Querying documents
Omni-Channel General Settings
Serialization
Back Office: Administration - Company - Serialization/Activation of modules
The Omni-Channel module must be serialized before you can use it. If need be, activate the following modules and validate: 30523 - 30524 - 30525 - 30526 - 30527 - 30528 -
30529 - 30530 - 30531.
Company Settings
Back Office: Administration - Company - Company settings -
Go to Commercial management/Omni-Commerce and specify the settings described here.
Access Rights
Back Office: Administration - Users and access - Access right management
Enable access rights for user groups of your choice.
Menu Data Exchange (1)/Data export
The "Export omni-channel documents" section may allow user groups of your choice to perform exports of omni-channel returns and sales.
Menu 26—Concepts/Omni-channel
This section may allow user groups of your choice to perform the following operations:
- Authorize the modification of document headers
- Deny a reservation request (via the reservation request screen available from the sales transaction entry.)
- Entry of gift messages
- Entry of customer comments
- Order blocking
- Order release
- Order cancellation
- Close order
Menu Sales (102)/Omni-channel sales
- Track orders
- Enter an order
- Orders with outstanding payments
- Validate orders
- Receive orders
- Prepare orders
- Deliver orders
- Block orders
- Release orders
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- Cancel orders
- Query by document
- Query by document line
- Follow up return notices
- Enter a return notice
- Receive return notices
- Refuse return notices
- Enter an exchange order
- Pick-up point
Menu Sales (109)/Omni-channel sales
- Track orders
- Requests for goods
- Transfer notices
- Pick-up point
Omni-Channel Specific Settings
Creating an omni-channel store
Back Office: Basic data - Stores - Stores
This step creates a store dedicated to omni-channel transactions. Omni-channel stores represent the headquarters site used for these transactions. For a store to be considered
as an omni-channel store, populate the following options.
Contact information tab
Omni-channel tab
Specify the options linked to the payments used and define the options of returns and exchanges.
Configuring omni-channel stores
Back Office: Basic data - Stores - Stores
Fields
Description
Currency
By default, the omni-channel store handles a main currency. This currency is used to manage a
currency common to all sales on the Website.
Type
Select the Omni-channel type.
Field
Description
Payment method for outstanding
amount
Used in the case of a partial payment of the order. This will be potentially used in all omni-channel
scenarios.
Payment of deposits for
reservations
The deposit payment is the register operation used to register a payment made on the Website. It is
associated with a payment method “Already paid deposits” in the same currency. Used only in the case
the order is picked up in the store, this deposit will be resumed at checkout.
Other currencies accepted
This option allows a Website to serve multiple countries with different currencies (refer to
Multicurrency Payment of Omni-Channel Orders.) The table that displays lists these currencies and
their deposit payments. The following checks will be performed:
- The store currency cannot be added (because already present)
- One single line is entered per currency
- The deposit payment must be associated with a payment method in the same currency as the sale.
- The deposit payment is mandatory.
Please note when this screen is validated, the number of accepted currencies (in parentheses) is
updated on the store screen.
Blocking reason
If the order is blocked, this setting allows the selection of the default reason. (Example: it may be
useful to block the order as long as an announced return of goods is not received.)
Payment method for credit notes
In the case of a return of type credit note or exchange, select the payment that will be used to refund
the customer.
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This step defines which stores will perform omni-channel operations (pick-up points, picking up orders in the store, etc.) Open the Store record concerned and populate
following options in the Omni-channel tab:
Omni-channel tab
Configuring omni-channel registers
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
This step is used to declare the registers that will manage omni-channel transactions. Open the register record of your choice and select the Services tab. Tick the "Alert on
Web reservations" checkbox. This way, if there are pending reservation requests, the screen for reservation requests will be displayed automatically as soon as the sales
transaction entry screen is called, or directly after the validation of a receipt.
Creating movement reasons
Back Office: Settings - Documents - Movement reasons
This step is optional and makes sense only if you use the following features:
- Blocking/Releasing omni-channel orders
- Canceling omni-channel orders
- Refusing return notices
This allows you to create the reasons why one of these documents may be blocked, refused or canceled. Create a movement reason of each feature you want to use.
- For blocking orders, select type "Order blocking" and validate.
- For canceling orders, select type "Order cancellation" and validate.
- For refusing returns, select type "Return refused" and validate.
Manual Entry of Omni-Channel Orders in Back Office
Manual entry of an omni-channel order
Back Office: Sales - Omni-channel sales - Enter an order
The manual entry of an omni-channel order requires the identification of the customer and the entry of an internal reference. When the order is validated, a screen displays for
you to select various delivery options:
- Delivery to the customer
- Reserved in store
- Picked up in store
- Store pick-up point: in this case, the store is to be considered as a pick-up point (refer to Configuring Omni-Channel Stores.)
For the first three choices, the "Enter payments” window displays to validate the customer's payment conditions.
Entering gift messages or customer comments when entering an omni-channel order
Field
Description
Withdrawal of goods
- Pick up orders in store: The store receives goods from the Headquarters to hand them out to the
omni-channel customer.
- Omni-channel reservation store inventory: Allows a store to recover e-Commerce reservation
requests.
- Management of pick-up points: Tick this option if the store is a pick-up point (visible only if the
company setting of the same name is enabled.)
Shipment of goods
- Transfer to Headquarters: If this option is ticked, the store may send goods to the Headquarters.
- Shipment to customers: If this option is ticked, the store directly delivers the goods to the customer.
- Transfer to others stores: If this option is ticked, the store directly sends goods to another store.
Preparation management: the preparation step is handled in the store only. Please note! This option
displays only if the relevant company setting in the omni-channel section is also enabled.
Authorize the entry of an omni-
channel order:
Allows the store to enter an omni-channel order with payment of a deposit on behalf of the customer.
Omni-channel affiliated store
Select necessarily an omni-channel type store.
GPS coordinates
Optional setting used to locate the store (on Google Map for example.)
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You can customize omni-channel orders by adding a gift message or a customer comment.
- The gift message corresponds to information of type "Happy birthday".
- The customer comment corresponds to an additional information of type "Leave the package with the caretaker".
Preliminary settings
Back Office: Administration - Users and access - Access rights management
These features are subject to the access right management. Open the Concept (26) menu and activate the concepts you want to handle:
- Entry of gift messages
- Entry of customer comments
Entering a gift message
When entering omni-channel orders
When validating the order, a window displays proposing the following choices if the concept is enabled:
- No card
- Blank card: this choice enables you to write a few words on a blank card.
- Customized card: enter your text in the box provided for this purpose.
Entry of a customer comment
When entering omni-channel orders
When validating an order, enter additional information in the customer comment field, if the concept is enabled.
Modification of the comment or the gift message
In any case, it is possible to return to the entered comment and gift message using this button available in Order Tracking.
Automatic Integration of Order
Note that omni-channel orders that have a currency different from those configured will be rejected by the data import and the Web Services (SalesDocument.Create).
Importing omni-channel orders
Back Office: Data exchanges - Data recovery - Data import
Orders can be imported. For further information about import formats for files, please contact your consultant. At order creation:
- The follow-up status may be "To process" or "Validated".
- The payment status may be "Partially paid" or "Paid".
Calling the order creation WebService
WebServices will use the data import mechanism to create the order. For further information about their use, please refer to relevant documentation available when you install
the following kit: E_IIS_DOCUMENTATION_RETAIL.msi. At order creation:
- The follow-up status may be "To process" or "Validated".
- The payment status may be "Partially paid" or "Paid".
It is possible to issue and consume paper-values when entering an omni-channel order. Therefore, the entry of paper-values must have been authorized. These values are
generated on the order with an inactive status; finally, when orders are invoiced the generated paper-values are resumed in the sales receipt and made active. They are moved
to status "deleted" on the order.
The issuance step is characterized by the addition of items of type "financial” for which a voucher number must be entered. The latter can be entered together with the order,
or later at delivery.
The consumption requires a payment of type “paper-value” for which the relevant voucher number will be specified.
Please note!
This can be used only for data imports: at present, the whole paper-value will be used. Any potential leftover will be lost.
Tracking and Management of Omni-Channel Orders in Back Office
Tracking omni-channel orders
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Back Office: Sales - Omni-channel sales - Track orders
The Track orders screen lists the documents generated during the various steps of order management.
It tracks the omni-channel order during its whole life cycle and displays information about tracking, payment, invoicing, shipment and return status. It allows the user to
perform actions specific to the omni-channel central level (picking, delivery or order transfer.) A double-click on a line in this screens triggers the document to be opened in
read-only mode.
Actions to perform from the tool bar
This button is used to view the order.
This button blocks the order (refer to Blocking/ Releasing e-Commerce orders. (see Blocking/Releasing Omni-Channel Orders).
This button closes the order (see Closing Omni-Channel Orders).
This button displays the gift messages and customer comments (see Entering Gift Messages or Customer Comments).
This button is used to modify the order.
This button creates the preparation.
This button creates the associated delivery and invoicing.
This button cancels the order (see Canceling Omni-channel Orders.)
Omni-channel order statuses
Back Office: Sales - Omni-channel sales - Track orders
Follow-up status
The order may have one of the following statuses:
Shipment status
The order may have one of the following statuses:
- Not sent
- Sent
- Sent partially
- Shipment in progress
Invoicing status
Field
Description
To process
The order must be validated
Validated
The payment (full or partial) is done on site.
To supply to Headquarters
Headquarters have issued a transfer request form a store to Headquarters.
Requested at central level
The goods will transit from the Headquarters to the store.
To deliver by the store
A reservation was created in a store.
Preparation in progress
The delivery slip was created.
Prepared
The delivery slip was created.
Sent from Headquarters
The delivery slip was created.
Sent by logistician
The delivery slip was created.
Sent from store
The goods were shipped by the store.
Requested in store
The reservation of the goods was requested from the store.
Reserved in store
The transfer was received and the customer reservation created.
Picked-up in store
The customer reservation was closed in the store.
Closed
The order is already closed
Transferred to store
The goods are shipped from the Headquarters to the store.
Available in store
The goods are put aside.
Reservation request denied
The store refused the reservation request
Accepted by the customer
The store refused the reservation request
Awaiting return
To goods are to be returned by the customer.
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The order may have one of the following statuses:
- Not invoiced
- Invoiced
- Partially invoiced
Payment status
The order may have one of the following statuses:
- Outstanding payment
- Captured payment
- Partial payment captured
- Debited payment
- Partial payment debited
- Generated credit note
- Payment refused
- To reimburse
- Payment credited
- Reimbursed
Delivery status
The order may have one of the following statuses:
- Delivery from Headquarters
- Store reservation
- Pick-up in store
- Pick-up point
Store status
The statuses of the store are limited to Pick-up store and Reservation store.
Various processes for omni-channel orders in Back Office
Omni-channel orders with outstanding payments
Back Office: Sales - Omni-channel sales - Orders with outstanding payments
This command is used to validate the payment statuses for new omni-channel orders. This step is optional if the order arrives from the omni-channel site directly with a
validated payment status. In order to resume only orders with outstanding payments, the "Payment status" criterion must be set to "Outstanding payment". The Payment
column will display the status of the payments
Validating omni-channel orders
Back Office: Sales - Omni-channel sales - Validate orders
This step is optional if the order arrives from the omni-channel site directly with a validated follow-up status. This command is used to validate the follow-up status for new
omni-channel orders. In order to resume only orders to validate, the "Follow-up status" criterion must be set to "To process".
Receiving omni-channel orders
Back Office: Sales - Omni-channel sales - Receive orders
In the case where goods are transferred from stores to the omni-channel store, this screen enables you to receive this merchandise. Once all the goods are received, the order
will then be delivered to the customer.
Preparing omni-channel orders
Back Office: Sales - Omni-channel sales - Prepare orders
This step moves the omni-channel orders into preparation. The order document is changed into a preparation document.
Delivering omni-channel orders
Back Office: Sales - Omni-channel sales - Deliver orders
This step changes omni-channel orders or preparations into deliveries. The order or preparation document is changed into a delivery document. Upon delivery, if shipping fees
are set in the company settings (refer to Shipping fees item, in the Processing orders at central level section,) this item will be automatically integrated with the delivery, if it is
also present in the order.
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Blocking/Releasing omni-channel orders
This step is optional, but in some cases it may be useful to block an order (in the case of disputes or if a return is expected.) To use these features, you must first create the
reasons why an omni-channel order may be blocked.
Blocking or releasing an order manually
Back Office: Sales - Omni-channel sales - Block orders/Release orders
Select the order to block (or release) and click this button. Select the appropriate reason and validate the process.
The order will show "Order blocked" in red.
Warning!
These features are subject to the access right management (refer to Menu (26)— Concepts):
- Order blocking
- Order release
Blocking or releasing an order through import
- $$_BLOQUECDEECO blocks the order,
- $$_MOTIFLOCKCDEECO specifies the reason why orders are blocked,
- $$_BLOQUECDEECO releases the order,
Blocking or releasing an order using WebServices
For further information about their use, please refer to relevant documentation available when you install the following kit: E_IIS_DOCUMENTATION_RETAIL.msi.
Closing omni-channel orders
Back Office: Sales - Omni-channel sales - Close orders
In some cases, an order processed by an omni-channel store may be delivered partially. The decision may be taken not to deliver the remaining quantities of the order, and in
this case, the order must be closed.
Note that omni-channel orders can also be closed from the Order tracking feature, using this button.
In the case where the order is paid with gift certificates, remainders will be created for gift certificates, as well as for credit notes.
Gift cards will be credited back. In the case where an order is canceled, the order will be closed automatically. In the case of a partial delivery, the delivery will specify the
amounts of the various payment methods.
Example:
Order of 2 items worth €40: 1 item worth €30, 1 item worth €10.
The payment is done as follows: Bank card: €20, gift certificates: €20.
Partial delivery: only the item worth €30 is delivered.
The delivery document displays the payment method amounts: Bank card: €20, gift certificates: €10
When the order is closed, €10 will be refunded in gift certificates.
Closing omni-channel orders trough import
$$_SOLDECDEECO closes an order.
Canceling Omni-Channel Orders in Back Office
Yourcegid Retail offers the possibility to cancel omni-channel orders. To use these features, you must first create the reasons why an omni-channel order may be canceled
(see Creating Movement Reasons.)
General principles
Note that if the "Order blocking" concept is enabled, then only a blocked order may be canceled. The order moves to status "Canceled". The order will be closed and its
content kept. Any subsequent documents in progress will be deleted. Cancellation is irreversible.
Manually canceling omni-channel orders
Back Office: Sales - Omni-channel sales - Cancel orders
Select one or more orders to cancel and then click on this button. Specify the reason for cancellation and validate.
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Just remind if the "Order blocking" concept is enabled, only blocked orders can be canceled.
Warning!
This feature is also subject to the "Order cancellation" access right, available in the Concept (26) menu.
Canceling omni-channel orders through import
Field $$_ANNULECDEECO is available to cancel the omni-channel order.
Field $$_MOTIFANNULECDEECO specifies the reason for cancellation. According to the settings defined in Yourcegid, this reason may be mandatory.
Canceling omni-channel orders using WebServices
For further information about their use, please refer to relevant documentation available when you install the following kit: E_IIS_DOCUMENTATION_RETAIL.msi.
Duplicating canceled omni-channel orders
Back Office: Sales - Omni-channel sales - Track orders
Use the "Order status" criterion from the multiple criteria screen of order tracking to display the canceled orders. Double-click on the order of your choice: the order will
display with "Order canceled" in red.
Click the [Order duplication] button to create a new but identical order. The new order is linked to the canceled one; its statuses will be reset so that the order can enter
the order processing flow. Header elements are recovered from the canceled order:
- Customer
- Store and warehouse
- Delivery scenario
- Type of origin (Web/store)
- Internal reference: supplemented with an index (_1, etc.)
- External and follow-up references
- Delivery address
- Billing address
If need be, modify the order (quantity, items, etc.), then validate. When the order is validated, a screen displays for you to select various delivery options:
- Delivery to the customer
- Reserved in store
- Picked up in store
- Store pick-up point
Canceling Omni-Channel Orders Based On Their Delivery Method
Just remind if the "Order blocking" concept is enabled, only blocked orders can be canceled.
Orders of type "Delivery to the customer"
The process is always carried out from the original order. A reservation request cannot be canceled directly; therefore the original omni-channel order must be canceled first.
The cancellation process is described as follows:
Cancellation of the customer order
- If no preparation was generated, just close the order.
- The "customer ordered" data in the inventory records will be adjusted.
- The status of the order is set to "Order canceled".
If a preparation was generated, it will be deleted
- Lines will be deleted.
- The inventory for preparations in progress will be adjusted.
- The header of the preparation will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".
If a delivery was generated, it will be deleted
- Lines will be deleted.
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- The inventory for delivery in progress will be adjusted.
- The header of the delivery will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".
If the FFO invoice was already generated
- Creation of an FFO credit note impacting the sales figures: duplication of initial invoice with negative quantities.
- No impact on inventory: this is a billing receipt that does not impact inventory (the delivery document does have an impact on physical inventory.)
Orders of type "Reservation on store stock"
As long as the goods have not been picked up from the store by the customer, the initial order can be canceled. The cancellation process is described as follows:
Cancellation of the customer order
- The status of the order is set to "Order canceled".
The reservation request is deleted
- Lines will be deleted.
- If the reservation was not generated, the inventory for the reservation in progress will be adjusted.
- The header of the of the reservation request will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".
The reservation is deleted
- Lines will be deleted.
- The inventory for reservation in progress will be adjusted.
- The header of the reservation will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".
The FFO invoice is reimbursed
- Creation of an FFO credit note impacting the sales figures: duplication of initial invoice with negative quantities.
- The register operation relating to the deposit payment of the initial FFO invoice will be closed.
Within the reservation process, the following elements were created:
- A deposit payment receipt (collected by the site),
- A register operation for the payment of the deposit, that will be recovered in the store when customer picks up the goods. In this case, the customer's balance is positive.
The cancellation generates:
- A reverse receipt for the deposit paid (refunded to the customer)
- The closing of the register operation corresponding to the available payment. The customer's balance is null again.
Orders of type "Order picked up in store".
As long as the goods have no been picked up from the store by the customer, the initial order can be canceled. The cancellation process is described as follows:
Cancellation of the customer order
- The status of the order is set to "Order canceled".
If the transfer request was not processed, it will be deleted
- Lines will be deleted.
- The inventory for the transfer request in progress will be adjusted.
- The header of the transfer request will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".
If the transfer request was processed
- The header of the transfer request will be updated and the status updated to "Canceled".
If the transfer preparation was not processed
- Lines will be deleted.
- The inventory for the transfer preparations will be adjusted.
- The header of the transfer preparation will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".
If the transfer preparation was processed: update of the header and status set to "Canceled"
If the transfer notice was not validated:
- The status will be updated to "Canceled" for the sent transfer.
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- The status will be updated to "Canceled" for the transfer notice.
- The transfer notice can be validated, but will not generate any available order for the customer.
If the transfer notice was validated:
- The status will be updated to "Canceled" for the sent transfer.
- The status will be updated to "Canceled" for the transfer notice.
- The status will be updated to "Canceled" for the received transfer.
- The available order will be deleted.
- The lines of the available order will be deleted.
- The inventory for the available orders will be adjusted.
- The header of the available order will be updated: GP_SUPPRIME set to "X" and status updated to "Canceled".
The FFO invoice is reimbursed
- Creation of an FFO credit note impacting the sales figures: duplication of initial invoice with negative quantities.
- The register operation relating to the deposit payment of the initial FFO invoice will be closed.
In the same way as when making reservations on the store';s stock, we created:
- A deposit payment receipt (collected by the site),
- A register operation for the payment of the deposit, that will be recovered in the store when customer picks up the goods. In this case, the customer's balance is positive.
The cancellation generates:
- A reverse receipt for the deposit paid (refunded to the customer)
- The closing of the register operation corresponding to the available payment. The customer's balance is null again.
Managing Omni-Channel Returns Back Office
Omni-channel order returns
The final customer enters a return of goods on the Internet site. The site transmits the return notice to Yourcegid using an import flow or WebServices. A return notice
document is then generated. The central site can view the list of returns to validate.
The validation of the selected returns on this screen is carried out manually by a Yourcegid user or via data import (if there is an interface with an logistician.) The return
notice is then changed into a negative document of type receipt (FFO); inventory is updated too. Note that credit notes are not handled.
Entry of a return notice
Back Office: Sales - Omni-channel sales - Enter a return notice
Double-click the document concerned and validate the return. The "Exchange or return" window displays and prompts you to select the return type:
- Exchange: the latter must be entered later using the "Enter an exchange order" command.
- Return with credit note: a credit note is issued.
- Return with refund: the customer is refunded.
In the 3 cases, the "Installment distributions" window displays.
- In the case of an exchange, the payment method displayed is the one specified in the store record (Omni-channel tab).
- In the case of a return with a credit, the payment method displayed is the one specified in the store record (Omni-channel tab).
-In the case of a return with refund, this window allows you to select the payment method for refunding.
Follow-up of return notices
Back Office: Sales - Omni-channel sales - Follow up return notices
Double-click on a line of your choice to open a return notice. The return notice may have the following statuses:
- Announced return: the return notice was entered.
- Return validated: the return was received.
- Return not validated: the return was entirely refused.
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- Return partially validated: the partial return is refused.
Receipt of return notices
Back Office: Sales - Omni-channel sales - Receive return notices
This screen displays all pending returns. Open the notice of your choice and specify the quantity effectively received, then validate. This action triggers the creation of the
return receipt document.
Refusal of return notices
Back Office: Sales - Omni-channel sales - Refuse return notices
This feature allows you to refuse the pending returns displayed in this screen. To use these features, you must first create the reasons why return notice may be refused.
Select the line of your choice with the space bar and click on the [Validation] button. The Reason window displays and enables you to specify the reason why the notice
is refused.
Return and exchange
In the case of a return with exchange, the return notice is typed "exchange" and two documents closely linked are sent to Yourcegid Retail: the return notice and the new
order.
Details of the documents
The return notice (ANR) is then created in Yourcegid. This document must be linked to the original omni-channel order (LIAISONPIECE table); in this case, it appears in
order tracking. The payment method of the return notice is a credit note and is resumed in the settings of the store. This notice is of type Exchange.
The new omni-channel order displays a new follow-up status "Awaiting return". The order will be put on hold until the returned items are received and validated. If there is a
variance in price for the items exchanged, the return notice will include payment information: Reimbursement or Credit note
The new omni-channel order typed as "Exchange" linked to the return notice will be integrated:
- Either just after the return notice with the status "Awaiting return". The order will be blocked, waiting to be processed until the returned items are received and validated. A
new store setting defines the reason why the order awaiting a return will be blocked.
- Or after the receipt of the goods with a status "Validated".
Entry of an exchange order
Back Office: Sales - Omni-channel sales - Enter an exchange order
The screen displays the orders for which an exchange has been specified after the entry of a return notice. Open the document of your choice: the content is void. Enter the
appropriate order, as well as the customer, and then validate. If the total amount is higher than in the initial order, the "Installment distributions" window displays for the entry
of the payment method to be used for the remaining amount.
Proceed as usual and select the delivery options. Upon validation, the customer order is:
- Linked to the return notice
- Blocked by default (reason recovered from the store,) if merchandise from the return notice has not been received.
Managing Omni-Channel Orders in Front Office
Omni-channel Order Entry and Tracking
Order entry
Front Office: Sales receipts - Sales - Enter transaction
Click on the [Customer services] button to access omni-channel functions. After having selected the "Enter an omni-channel order", a message will prompt you to enter
the customer's identity.
Once this is done, enter the items of the order and validate. Once the entry of the order completed, the application requests a deposit to be paid.
Order tracking
Front Office: Customers - Omni-channel sales - Track orders
Order tracking in Front Office works the same as in Back Office (see Tracking Omni-channel Orders.)
Canceling omni-channel orders
Front Office: Sales - Omni-channel sales - Canceling orders
This screen displays the list of orders entered by the cashier and may be a cause for cancellation:
- Customer delivery (entered by the store)
- Pick-up point (entered by the store)
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- In-store reservation (attributed to the store)
- In-store pick-up (an order may be canceled in the pick-up store)
- In-store pick-up (an order may be canceled in the order-entry store, but not at the pick-up point).
Deposits made for these orders must be closed on the list of expected payments, as well as in the customer balance.
Remember
- Cancellation reasons must have been previously created in the Settings module, menu Documents, command Movement reasons (see Creating Movement Reasons).
- Canceling omni-channel orders is also subject to the "Order cancellation" access right available in the Concept (26) menu.
- Canceling omni-channel orders is also subject to the "Order cancellation" access right available in the Concept (26) menu.
- If this concept is set to green, cancellation cannot be done (you need to go to order tracking to unblock an order before canceling it).
- If it is set to red, the order may be directly cancelled.
- The list of orders is also available in the order tracking menu.
Managing omni-channel returns
Front Office: Sales receipts - Sales - Enter transaction
The return in Front Office of an omni-channel order works like a standard return via the sales transaction entry screen (see Managing Returns.)
Managing requests for goods
List of omni-channel requests for goods in the sales transaction entry screen.
Front Office: Sales receipts - Sales - Enter transaction - automatic display of the list when opening the screen
If the register setting Alert on Web Reservations is ticked, the list of requests for omni-channel goods will automatically be displayed at the opening of the sales transaction
entry screen, enabling the following actions:
- Customizing the screen layout This button is subject to the “Filter settings” access right of the Concepts (26) menu. Note that you can handle specific formulas (see
Formula Management in the List of Requests for Goods.)
- This feature is used to export the list of reservation requests in Excel format. This button is subject to the “Export the lists” access right of the Concepts (26) menu.
- This button is used to select all the lines in one click.
- Mass validation automatically validates all the quantities in the request for goods.
- Reservation requests will become reservations.
- Transfer requests will become sent transfers and transfer notices for the omni-channel central site.
- Refresh screen
- Open request
Validating requests for goods
Front Office: Sales receipts - Sales - Enter transaction and button [Customer Services].
Front Office: Customers - Omni-channel sales - Requests for goods/Validation
This screen enables you to validate the reservation requests and transfer requests to the omni-channel store. Double click on the document of your choice and validate it.
- Reservation requests will become reservations
- Transfer requests will become transfers sent to the omni-channel store.
Querying requests for goods
Front Office: Customers - Omni-channel sales - Requests for goods/Query by document or document line
These commands enable you to view the customer reservation requests and the transfer requests. No change is possible; the documents are in read-only mode.
Managing pick-up points
Front Office: Customers - Omni-channel sales - Pick-up point
If pick-up points are managed in your folder (refer to the Company Settings), and if the store is declared as a pick-up point (refer to the Store Record), it is then possible to
access package management (e.g. Receiving packages that arrive in the omni-channel main office, package pick-up by customers).
Receiving packages
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Front Office: Customers - Omni-channel sales - Pick-up point/Receipt of packages
This command is used to enter a receipt date for the package sent by the omni-channel central site. The follow-up status is then changed to "Received in store".
Picking up packages
Front Office: Customers - Omni-channel sales - Pick-up point/Pick-up of packages
This command is used to enter a pick-up date when the customer comes and takes the package. The follow-up status is then changed to "Picked up by customer".
Multicurrency Management for Omni-Channel Orders
This topic deals with multicurrency management of omni-channel orders, especially when a website managed in one currency wants to handle customer orders for which
deposit payments are made in another currency. Moreover, this topic also describes how to handle pickups in stores for the currency in use is different from the currency used
on the Website where the order was placed.
First, this section describes the settings required to handle these cases; then it shows how this works in the store.
For the sake for clarity, we will take the euro and the pound sterling as examples.
Settings for a euro-managed website that accepts pounds sterling
Step 1: Payment method
Back Office: Settings - Management - Payment methods
Create the “Deposits already paid in £” payment method with the pound sterling currency.
Step 2: Register operation
Back Office: Settings - Management - Register operations
Create the “Deposits already paid in £” register operation and specify in the “Associated payment method” field (in the Outstanding balances tab) the payment method just
created.
Step 3: Store record
Back Office: Basic data - Stores - Stores (omni-channel store record)
In the omni-channel store record, go to the Omni-channel tab and click the [Other currencies accepted] button. As in the example below, specify the following information:
- Sales currency: in our example, the pound sterling
- Deposit payment: this is the register operation created in step 2.
- Payment method: this is the payment method created in step 1.
The following checks will be performed:
- The store currency cannot be added (because already present)
- One single line is entered per currency
- The deposit payment must be associated with a payment method in the same currency as the sale.
- The deposit payment is mandatory.
Reservations and pick-ups in stores
When creating an omni-channel order of type “Reservation” or “Picked up in store” in a currency different from the currency of the omni-channel store, the deposit payment
receipt is created in the correct currency by using the financial item for deposit payments set in the omni-channel store of the order.
When the goods are picked up in the store, the payment method linked to the deposit payment is used to consume the deposit payment in the currency of the payment, and the
customer’s balance is then updated.
Note that omni-channel orders that have a currency different from those configured will be rejected by the data import and the Web Services (SalesDocument.Create).
The cases may occur:
- The deposit payment can cover 100% of the order or only a part
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- The order can be delivered totally
- The reservation can be picked up partially or totally
The customer can pick up the order and buy other items
Example:
The customer buys in England on the website (in €) an item worth £100 (€80 with an exchange rate of 1.25.) The customer pays the total amount, i.e. a deposit payment of
£100.
Item delivered to the customer in a store in £:
- If delivered to the store, the order will be generated in £.
- If reserved in the store, the reservation will be generated in £.
- Recovered in a FFO document in £ for £100 with a deposit paid £100
Item delivered to the customer in a store in €:
- If delivered to the store, the order will be generated in £. The original document will not be converted.
- If reserved in the store, the reservation will be generated in £. The original document will not be converted.
- If the deposit payment is used at 100% for the payment, the payment will not be converted.
- If the deposit payment is used partially for a reservation, the change given back to the customer will be in the currency of the store, based on the store's exchange rate.
No Available Stock in Central Warehouse for Web for Web Orders
This topic deals with customers order placed on the Web, for which the central warehouse has no stock available, unlike the network stores which have goods in stock.
Yourcegid Retail offers these stores the possibility to:
- Deliver the goods directly to the customer.
- Transfer the goods to another store without the help of the central warehouse.
- Or transfer the goods to the central warehouse for delivery to the customer.
Required settings
Company Settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Omni-commerce and tick the “Shipment of goods” setting, then validate.
Store record
Back Office: Basic data - Stores - Stores
In the e-Commerce tab of the store records, tick the appropriate options relating to the shipment of goods (click here for further information.) These options are visible only if
the company setting described above is enabled.
General information
Mono- or multi-warehouse definitions
If a central warehouse that does not have stock to fulfill a Web order, two cases may occur:
- The items of the order are available in one and the same store. This refers then to an order for mono-warehouse depletion.
- The items of the order are available in several stores. This refers then to a order for multi-warehouse depletion.
Eventual error messages
The following message “Delivery option not possible. The warehouses for the lines have been changed in the order.” is displayed to alert about an inconsistency between the
settings of the store record and the delivery option selected for the order.
Example:
Order
Exchange rate
Payment
Exchange rate
Checkout payment
£ 100
£1 = €1.25
£ 100
Order
Exchange rate
Payment
Exchange rate
Checkout payment
£ 100
£1 = €1.25
£ 100
£ 100
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When you place the order, you select the delivery option “Picked up in store”, but in the store record only the “Shipment to customers” option is ticked.
Order status
You can view the order status from the order tracking feature.
- Back Office: Sales - Omni-channel sales - Track orders
- Front Office: Customers - Omni-channel sales - Track orders
Just remind: The statuses displayed for the order depend on the statuses defined in the company settings (see Status of Orders to deliver to Customer.)
Remainder management
The order is always processed as a whole - it cannot be delivered partially. Consequently, remainders are not managed.
No Stock Available in Central Warehouse – General Principles to Process Orders
If a central warehouse that does not have stock to fulfill a Web order, the following cases are processed hereafter:
- Delivery to customer (or pick-up point) by a store with stock
- Order picked up in store by the customer
In these two cases, two situations can arise:
- The items of the order are available in one and the same store. This refers then to an order for mono-warehouse depletion.
- The items of the order are available in several stores. This refers then to a order for multi-warehouse depletion.
Delivery to the customer (or pick-up point)
Multi-warehouse depletion order
The item is not available in the central warehouse, but in one of the network stores.
If the “Shipment to customers” option is enabled in the store’s record, the store can the deliver he goods directly to the customer. But, if the “Transfer to Headquarters” option
is enabled, the order will undergo the standard process in Y2.
Documentary chain of delivery by the store
The order is placed in the Web store and a copy of the order is sent to the store that will deliver the customer.
The FFO (invoice) document consumes the payment. This document is generated either when the order is placed, or when the goods are delivered, according to the to the
company settings defined (see section Invoicing.)
The preparation option available in both the company settings and in the store record allows you to implement a preparation stage in the store before delivery.
Management in cashing
The order generated in the store will appear on the reservation requests and transfer requests screens that display when you open the checkout screen.
Note that you can add the document type to that list to differentiate these orders from transfer requests (to another store or to the central warehouse.)
Refusing the order
You can refuse an order which will then switch to status “Merchandise request denied. The store order is then cleared and the original order id reactivated.
Note that you cannot refuse just one line; the order is refused as a whole. This method enables the central warehouse to reassign the full order to another store to avoid
doubling the shipping costs.
You can then change, in Back Office, the depletion warehouses for the order to allow the central warehouse or another store to deliver the goods. The shipment type cannot be
changed.
In the case the order is refused, the central warehouse cannot change the depletion warehouses.
Multi-warehouse depletion order
In the case an order has several depletion warehouses, the “Transfer to Headquarters” scenario will be used for the full order. Goods can be delivered to the customer only by
the central warehouse (HQ).
To manage the case of two deliveries directly from the stores, you must create first two distinct orders to handle the shipping costs for each order.
Goods picked up in the store
Mono-warehouse depletion order
The item is not available in the central warehouse, but in one of the network stores. Direct delivery to the store without using the central house is preferred.
If the “Transfer to other stores” store setting is enabled for this store, the latter transfers the goods directly to the pick-up store.
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But, if the “Transfer to Headquarters” option is enabled, the order will undergo the standard process in Y2.
Multi-warehouse depletion order
The items are not available in the central warehouse, but in several stores of the network.
If the “Transfer to other stores” store setting is enabled for these stores, they transfer the goods directly to the pick-up store.
Documentary chain
Management rules
The transfer request generated in the store will appear on the reservation requests and transfer requests screens that display when you open the checkout screen. This is then
the standard case in Y2, when goods are picked up in the store:
- A transfer notice is generated in the pick-up store.
- When the goods arrive in the store the Validation of transfer notices screen lists this new transfer notice.
- The operator accepts the goods with a received transfer (TRE) document generating an available order (CDI) for the customer.
The status of the original order line evolves and changes to “Goods received”.
The status of the original order is then set to “Validated” and the customer is notified to pick up the goods. When the customer comes to the store, the deposit payment is
automatically retrieved and consumed.
Goods are shipped to the pick-up store by two stores
Several transfer requests (DTR) are created pour each store shipping goods to the pick-up store. The pick-up store waits for the goods and receives them in the same flow, in
several times. The status of each line of the original order evolves and changes to “Goods received”. The status of the original order is set to “Validated” when all the lines are
received. The customer is then notified that to pick-up the goods. When the customer comes to the store, the deposit payment is automatically retrieved and consumed.
Note that you can also inform the customer when creating each available order (CDI). The customer can come several times to the store and consume the deposit
progressively.
Refusing a transfer request
You may refuse a transfer request. Its status will then change to “Merchandise request denied”. You can then change, in Back Office, the depletion warehouses for the order to
allow the central warehouse, or another store to transfer the goods. The shipment type cannot be changed.
However, you can change the depletion warehouses for the lines.
Changing quantities, prices, payments, etc. is not authorized as this would lead to an incorrect deposit payment for the order and allow frauds on goods. In this case, you can
assign a different warehouse to each line, generating a request by store.
Various Scenarios of Order Processing
In the case of a central warehouse that does not have stock to fulfill a Web order, several scenarios can be used, as described below:
Scenario: Delivery to customer with a single depletion warehouse
Stock is available in the store in New York - The latter will deliver the goods directly to the customer without using the central warehouse.
Steps
Access
Actions
Store record
settings
BO: Basic data - Stores -
Stores
You must enable the “Shipment to customers” option, in the e-Commerce tab for the store to
deplete (New-York).
Order entry
BO: Sales - Omni-channel
sales - Enter an order
Enter an order of type "Delivery to the customer."
Use the [Depletion warehouse] button to select the warehouse to deplete (New-York) by
clicking the Warehouse field.
Order tracking
BO: Sales - Omni-channel
sales - Track orders
In the list of orders, double-click the document just created. You can see that the following lines
were created:
- Customer order: double-click this line to display the detail of the ordered items.
- Receipt: double-click this line to see the creation of a deposit payment that is not active on the
cash register.
This customer order is then directly processed on the register of the New Yorker store.
The “List of e-Commerce requests for goods” window that opens when you open the register,
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Scenario 2: Pick-up in store with a single depletion warehouse
Stock is available in the store in New-York - The latter will directly deliver the goods to the store in Los Angeles where the customer will pick up their order.
Scenario 3: Delivery to customer with several depletion warehouses
Stock is available in the stores of New-York and Washington - These will transfer items to the central warehouse which, in turn, will deliver the goods directly to the
customer.
Validation of the
order on the
register
FO: Sales receipts - Sales -
Enter transaction
displays the order processed previously.
Click this button to start the validation of the request.
Note that you can also validate it from the Customers - Omni-channel sales - Requests for
goods/Validation menu.
Steps
Access
Actions
Store record
settings
BO: Basic data - Stores -
Stores
You must enable the “Transfer to other stores” option, in the e-Commerce tab for the store to
deplete (New-York.)
Order entry
BO: Sales - Omni-channel
sales - Enter an order
Enter an order of type “Picked up in store.”
Use the [Depletion warehouse] button to select the warehouse to deplete (New-York) by
clicking the Warehouse field.
When the order is validated, a screen displays for you to select delivery store (Los
Angeles.)
Order tracking
BO: Sales - Omni-channel
sales - Enter an order
In the list of orders, double-click the document just created. You can see that the following lines
were created:
- Customer order: double click this line to display the detail of the ordered items.
- Receipt: double-click this line to see the creation of a deposit payment that is not active on the
cash register,
- Transfer request from the sender store (New-York) to the recipient store (Los Angeles.)
Validation of the
request for goods
FO: Customers - Omni-
channel sales - Requests for
goods/Validation menu.
In the store to deplete (New-York), search for the document created and open it to specify the
quantities to transfer, by using the following buttons:
Allocate the quantities automatically for the line.
Allocate the quantities automatically for the document.
Validation of the
transfer
FO: Customers - Omni-
channel sales - Transfer
notices/Validation
In the recipient store (Los Angeles), double-click the document line. The “Enter a quantity”
window displays where you can specify the quantity effectively received.
The “Received transfer” window displays where you can confirm the quantities received by
using the following buttons.
Allocate the quantities automatically for the line.
Allocate the quantities automatically for the document.
A receipt is printed.
Delivery of the
order to the
customer at
checkout
FO: Sales receipts - Sales -
Enter transaction
Enter the customer’s name on the checkout screen. The following message displays: “The
customer has ordered items. Do you want to give them to him?” By answering YES, the
window for selecting available orders displays.
Select the appropriate order, then use the [Open] button to resume the order on the
checkout screen. Finalize the transaction like a normal sale. The deposit payment is used to
settle the order.
Steps
Access
Actions
Store record
settings
BO: Basic data - Stores -
Stores
You must enable the “Shipment to customers” and “Transfer to Headquarters” options, in the e-
Commerce tab for the stores to deplete (New-York and Washington)
Order entry
BO: Sales - Omni-channel
sales - Enter an order
Enter an order of type "Delivery to the customer."
Use the [Depletion warehouse] button to select the warehouses to deplete (New-York and
Washington) by clicking the Warehouse field.
Order tracking
BO: Sales - Omni-channel
sales - Enter an order
In the list of orders, double-click the document just created. You can see that the following lines
were created:
- 1 customer order: double-click this line to display the detail of the ordered items.
- 2 transfer requests: one for each store to deplete (New-York and Washington) and transfer to
the Headquarters.
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Scenario 4: Pick-up in store with several depletion warehouses
Stock is available in the stores of New-York and Washington - These will deliver the goods to the store in Los Angeles where the customer will pick up their order.
Other Features Available in the Omni-Channel Module
Omni-channel Data Recovery
Back Office: Data exchanges - Data recovery - Data import
In imports of delivery preparations, the $$_PRESTATIONTRANSPORT import field specifies whether the service item “Shipping” fees will be recovered.
Note that omni-channel orders that have a currency different from those configured will be rejected by the data import and the Web Services (SalesDocument.Create).
For more information on automatic order integration, click here.
Omni-channel data export
Validation of
requests for goods
Front Office: Customers -
Omni-channel sales -
Requests for goods/Validation
In each store to deplete (New-York and Washington,) search for the document created and open
it to specify the quantities to transfer using the following buttons:
Allocate the quantities automatically for the line.
Allocate the quantities automatically for the document.
Note that you can also validate the request for goods in the “List of e-Commerce requests for
goods”, available in Sales receipts - Sales - Enter transaction.
Order tracking
BO: Sales - Omni-channel
sales - Track orders
In the list of orders, double-click the relevant document. You can notice that the following lines
were created, in addition to the lines seen previously (see step 3 of this table.)
- 1 sent transfer
- 2 transfer notices
Customer delivery
BO: Sales - Omni-channel
sales - Enter an order
Once the goods are received in the central warehouse (HQ), they can be shipped to the
customer, and the invoice can be issued by entering an order (without changing the depletion
warehouse, since the default warehouse is the central one.) This order is of type “Customer
delivery.”
Steps
Access
Actions
Store record
settings
BO: Basic data - Stores -
Stores
You must enable the “Transfer to other stores” option, in the e-Commerce tab for the stores to
deplete.
Order entry
BO: Sales - Omni-channel
sales - Enter an order
Enter the order of type “Picked up in store.”
Use the [Depletion warehouse] button to select the warehouses to deplete by clicking the
Warehouse field.
Order tracking
BO: Sales - Omni-channel
sales - Enter an order
In the list of orders, double-click the document just created. You can see that the following lines
were created:
- 1 customer order: double-click this line to display the detail of the ordered items.
- 1 receipt: double-click this line to see the creation of a deposit payment that is not active on
the cash register,
- 2 transfer requests in the case you check the “Transfer to other stores” option or the “Transfer
to the other stores” + “Transfer to Headquarters” options.
Validation of
requests for goods
Front Office: Customers -
Omni-channel sales -
Requests for goods/Validation
In each store to deplete, search for the document created and open it to specify the quantities to
transfer using the following buttons:
Allocate the quantities automatically for the line.
Allocate the quantities automatically for the document.
Note that you can also validate the requests for goods in the “List of e-Commerce requests for
goods”, available in Sales receipts - Sales - Enter transaction.
Order tracking
BO: Sales - Omni-channel
sales - Track orders
In the list of orders, double-click the relevant document. You can notice that the following lines
were created, in addition to the lines seen previously (see step 3 of this table.)
- 1 sent transfer
- 1 transfer notice
Validation of
transfer notices
FO: Customers - Omni-
channel sales - Transfer
notices/Validation
Once the goods are received in the pick-up store, you can validate the 2 transfer notices; this
will generate 2 received transfers + 1 available order. At checkout, the customer’s available
order is processed using the deposit payment (VA) of the original receipt.
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Document export
Back Office: Data exchange - Data export - Omni-channel document export
This command enables the export of sales documents or return documents. For any issue linked the export of omni-channel data, please contact your consultant.
Omni-channel element export
Back Office: Data exchange - Data export - Omni-channel export
This command enables you to export elements related to your omni-channel data, such as stores, country, currency, etc.
Managing formulas in lists of requests for goods
Addition of a formula with 2 states
Add a simple formula: (IIF(DATEDIFF(minute,GL_DATECREATION,NOW)<500, "X", "-"))
500 = number of minutes to alert that the reservation request is late.
Make it invisible.
Then a conditional formula:
If(C23)=X
Then #COL#clGreen
Else #COL#clRed
Addition of a formula with 3 states
Add a simple formula: (IIF(DATEDIFF(minute,GL_DATECREATION,NOW)>300,(IIF(DATEDIFF(minute,GL_DATECREATION,NOW)<1000,"O","R")),"G"))
1000 = number of minutes to alert that the reservation request is late.
Make it invisible.
Then a conditional formula: [@SI([C26]=R;#COL#clRed;SI([C26]=G;#COL#clGreen;#COL#clGray))]
Result
Querying omni-channel documents
This section lists the different ways to access the query of omni-channel documents within the application.
Tracking orders
Viewing the various documents associated with the omni-channel context can be accessed via the Track orders screen. From an order, you can then view all other documents
linked to the order.
- From Back Office: module Sales, menu Omni-channel sales, command Track orders.
- From Front Office: module Customers, menu Omni-channel sales, command Track orders.
Querying orders
From Back Office:
- module Sales, menu Omni-channel sales, command Query by document - Orders.
- module Sales, menu Omni-channel sales, command Query by document - Orders.
Querying deliveries
From Back Office:
- module Sales, menu Omni-channel sales, command Query by document - Deliveries.
- module Sales, menu Omni-channel sales, command Query by document line - Deliveries.
Querying invoices
From Back Office:
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- module Sales, menu Omni-channel sales, command Query by document - Invoicing
- module Sales, menu Omni-channel sales, command Query by document line - Invoicing
Querying transfer requests
From Back Office:
- module Sales, menu Omni-channel sales, command Query by document - Transfer requests.
- module Sales, menu Omni-channel sales, command Query by document line - Transfer requests.
Querying reservation requests
From Back Office:
- module Sales, menu Omni-channel sales, command Query by document - Reservation requests.
- module Sales, menu Omni-channel sales, command Query by document line - Reservation requests.
Querying reservations
From Back Office:
- module Sales, menu Omni-channel sales, command Query by document - Reservations
- module Sales, menu Omni-channel sales, command Query by document line - Reservations
Querying return notices
From Back Office:
- module Sales, menu Omni-channel sales, command Query by document - Returns notices
- module Sales, menu Omni-channel sales, command Query by document line - Returns notices
Query of reservation requests (or requests for goods)
From Back Office:
- module Sales, menu Omni-channel sales, command Query by document - Reservation requests.
- module Sales, menu Omni-channel sales, command Query by document line - Reservation requests.
From Front Office: module Customers, menu Omni-channel sales, command Requests for goods.
Querying transfer notices
From Front Office: module Customers, menu Omni-channel sales, command Transfer notices - Query by document.
Subsidiary Record - Contents
Stores can be organized into subsidiaries, with all information centralized in the same database. The subsidiary is a piece of information specified in the store record, defined
via the Basic data module in Back Office.
Introduction
Organizing subsidiaries
Focus on the subsidiary record
Header of the subsidiary record
Description of the “Transfers” section
Description of the “Settings” section
Toolbar description
Affiliating the subsidiary with the store
Affiliation procedure
Organizing Subsidiaries
Stores can be organized into subsidiaries, with all information centralized in the same database. It is important to be able to create a flow chart of the subsidiaries and their
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legal affiliations:
In this example, the following applies:
- French stores are directly associated with HEADQUARTERS
- British stores are associated with the UK subsidiary, which is in turn linked to HEADQUARTERS
- Italian stores are associated with the ITALY subsidiary, which is itself associated with HEADQUARTERS
In this type of organization, the subsidiaries are considered suppliers by their associated subsidiary stores. In the same way, the associated subsidiary stores are considered as
customers by their own subsidiaries.
Focus on the Subsidiary Record
Back Office: Basic data - Stores - Subsidiaries
Note that the subsidiary record looks different whether the Multicompany module is activated:
- Multicompany module activated = Detailed subsidiary record
- Multicompany module disabled + Mobile clienteling module activated = Simplified subsidiary record
- Multicompany module disabled + Mobile clienteling module disabled = No subsidiary record
Record header
The upper part of the screen is used to enter information specific to the subsidiary, such as code, description, e-mail, and currency.
Note that once the currency selected, it can be changed only via the Administration - Maintenance - Change currency for subsidiary.
Description of the “Transfers” section
The middle part of the screen defines options and valuation methods for these transfers. Note that information relating to transfers does not directly concern counterpart flow
management. Consequently, regardless of counterpart flows and their management, do not forget to populate the fields hereafter to enable transfers to be valued correctly.
Field
Description
Authorize the validation of
transfer notices in the store
records
Tick this option to display the “Validation of transfer notices” in the records of the
stores and the warehouses affiliated to the subsidiary.
Print intra-store transfer
documents on a same
geographical site
This setting is closely linked to the settings in the warehouse record. The
management of inventory can be handled internally within the store or outsourced
to another site. To avoid having the inventory movement document printed
systematically, you can specify in the warehouse record whether the warehouse is a
remote warehouse of the store. You can also specify the geographical site linked to
this warehouse. The transfer document will not be printed in the following
situations:
- If subsidiary management is activated
- and the sender and recipient stores are identical
- and the Print intra-store transfer documents on a same geographical site setting is
not selected in the subsidiary record
- and the sender and recipient warehouses are not remote or the original and
recipient warehouses are remote and the geographical site has been entered and the
sender and recipient geographical sites are identical.
Direct transfers between remote
warehouses of a same
geographical site
This options allows you to specify that no transfer notices should be generated for
transfers between remote warehouses within the same geographical site. In this
case, the TEM document is generated as a TRE document directly. For further
information, please refer to Internal Inventory Movements.
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Description of the “Settings” section
The lower part of the subsidiary screen is used to define additional settings.
Toolbar
Affiliated stores
Click this button to view the stores affiliated with the subsidiary.
Settings for inventories
Click this button to define settings for inventory counts (refer to Inventory Count Management.)
Inventory Tracking settings
Click this button to define settings for inventory counts (refer to Inventory Tracking.)
Supplier referencing
Please note! This referencing is dedicated to users handling counterpart flows.
Once the record created, click this button to define the suppliers associated with the subsidiary.
For further information about supplier referencing, please refer to paragraph Referencing Suppliers Associated with the Subsidiary, described in topic Counterpart Flows.
Affiliating the Subsidiary with the Store
Back Office: Basic data - Stores - Stores
Two settings in the store record allow you to specify whether the store is associated with a subsidiary, and whether certain documents exchanged between this store and its
subsidiary generate counterpart documents:
Direct transfer from sender stores
of type Headquarters
This option is only available if the “Direct transfer if sender store is of type
Headquarters option” is selected under Company settings/Inventory.
It enables the automatic creation of a sent transfer if the sender is a store typed
Headquarters (cf. Store record / Contact information tab / field Type.)
For further information, please refer to Internal Inventory Movements.
Valuation of transfers
All options linked to the valuation of transfers (sent or received) are described in
detail in section Transfer Valuation.
Field
Description
Selection for printed language
This option activates multilingual printouts:
If the management of subsidiaries is not active, only the value in the “Selection
for printed language” company setting, accessible via Commercial
management/Preferences, is taken into account.
If the management of subsidiaries is active, the following applies:
- If the user’s default store is associated with a subsidiary, the setting from the
subsidiary record will be taken into account.
- If the user’s default store is not associated with a subsidiary, the company setting
will be taken into account.
An option in the Layout tab of the print screens allows you to select the print
language. By default, this language is set to the language of the user’s programs.
International customizations
In the case of subsidiary management, the International customizations feature must
be activated for every subsidiary in the Back Office.
Transfer price management
This option activates transfer prices.
Management of gift lists
If the management of gift lists is enabled in the company settings, it is then possible
to authorize this feature at subsidiary level.
Specific item search priority
The item search priority can be activated at subsidiary level. If this option is ticked,
the stores associated with the subsidiary can set a specific item search
(Miscellaneous tab.) For more information on this feature, please refer to Search
Priorities.
Query/Process litigations on
transfers
You can set restrictions for querying or processing litigations on transfers (in the
company settings via Commercial management/Document - Entry) For more
flexibility, these settings are also available at subsidiary level. Default values are set
to “By recipient”.
Management of cashboxes
If the management of cashboxes is enabled in the company settings (Front-Office
tab,) it is then possible to authorize this feature at store level (refer to Cashbox
Management.)
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Contact information tab
Counterpart Flows - Contents
This section is designed for users wanting to generate counterpart documents between the subsidiary and its stores. The objective is to automatically generate counterpart
documents:
- When creating purchase orders for stores, automatic generation of customer orders for their subsidiary.
- Or conversely, when creating subsidiary customer orders for a given store, automatic generation of supplier orders for this store.
Note that counterpart flows are available on if multicompany management has been serialized.
Preliminary settings
Enabling counterpart management
Configuring subsidiaries for counterpart flows
Configuring stores for counterpart flows
Changing the store subsidiary
Configuring the automatic flow chart
Configuring access rights
Document management
Purchase documents
Sales documents
Document follow-up
Managing broken chains
Third-party management
Constraints
Three cases of constraints
Counterpart flow diagram examples
Store creates purchase order proposal
Subsidiary exports quotation
Subsidiary transforms quotation into customer order
Fields
Description
Type
This field must be populated: it assigns a classification to the store. The store can
be, for example, a headquarters store, branch store, etc. For further information,
please refer to Store Record - Warehouse Record.
Subsidiary
This field must be populated if you handle counterpart flows. This field is visible
only if the folder supports subsidiaries. You can specify in this field the subsidiary
the store belongs to (for example South-East Asia subsidiary, Europe subsidiary,
etc.) This field also allows the management of some processes (such counterpart
flows, valuations, etc.)
Note that if you have created documents in this store, the subsidiary of this store
cannot be modified, except via the Administration module - Maintenance - Change
subsidiary for store. This feature is available only in a client/server environment
and will recalculate all the documents of the store. It is still possible to modify the
subsidiary of a store without using this wizard in the following cases:
- If the subsidiary store has no movements
- If the store has movements, but the currency of the new subsidiary is the same as
the previous subsidiary
- If the store has movements, but was not associated with a subsidiary, and the
currency of the new subsidiary is the same as the currency of the folder.
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Subsidiary delivers order
Counterpart Flow Settings
Enabling counterpart flow management
Back Office: Administration - Company - Company settings
Go to Administration/Distribution. To enable counterpart flows, check the “Management of subsidiary flows” available in the Multicompany panel.
Configuring the subsidiary to manage counterpart flows
Back Office: Basic data - Stores - Subsidiaries
The standard configuration is in the Subsidiary record is explained in detail, in the Subsidiary Record section. Nevertheless, to ensure the proper functioning of the counterpart
flow, please check that both of the following settings have been correctly entered.
Referencing the suppliers used by the subsidiary
In the Subsidiary record, click this button to define the suppliers used by the subsidiary. This referencing is possible only if subsidiary flow management has been
enabled in company settings. Otherwise, the Supplier referencing option will be hidden. Note that the listing is cross-referenced. As a result, the referencing will be
automatically applied to the Supplier record. To verify this, use this same button in the Supplier record and open the Subsidiary Referencing option.
Restrictions:
- A consigned supplier cannot be associated with a subsidiary.
- All stores for a given subsidiary must have the same serial number management.
Assigning a store to a subsidiary
In the subsidiary record, click this button and select the stores to associate with the subsidiary.
Configuring stores to manage counterpart flows
Back Office: Basic data - Stores - Stores
Two fields in the Store record (Contact tab) must be input to manage counterpart flows. These are the Type and Subsidiary fields detailed in the Subsidiary section. See
Assigning the Subsidiary to Stores. These settings enable you to specify that a store has been assigned to a subsidiary and that certain documents exchanged between the store
and it subsidiary generate counterpart documents. You can also determine links between a subsidiary, subsidiary headquarters and stores that are attached to them. Subsidiary
headquarters must be set as such in the Type field. So for a given subsidiary, only one store can be labeled as subsidiary headquarters. Stores must have distinct associated
customers and the same serial number management.
Restrictions:
- For a given subsidiary, a only one store can be of type “Subsidiary headquarters”; it will then correspond to the main office of the subsidiary.
- In the Third-party tab, the “Associated customer” is required if the store belongs to a subsidiary and if the “Management of subsidiary flows” company setting is enabled.
Configuration example
Fields
Description
Type
The store is, for example, typed as a Subsidiary headquarters when it corresponds to
the upper level of the counterpart flow described below (the subsidiary office that
the stores are linked to). For example, the stores will be typed as a Branch or Agent
stores.
Subsidiary
Subsidiary stores will be linked to the subsidiary by the Subsidiary field, regardless
of type. You can enter the subsidiary a store belongs to in this field.
Examples: UK, Southeast Asia, Europe, etc. subsidiary
Stores created
In our example, 3 stores can be created, as follows :
UK HEADQUARTERS :
- type: subsidiary headquarters
- subsidiary: UK subsidiary
LONDON store :
- type: branch
- subsidiary: UK subsidiary
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Changing the subsidiary of the store
Back Office: Administration - Maintenance - Change subsidiary for store
When documents have been entered for a store, its subsidiary can be changed with this command only. This operation will also cause all store documents to be re-calculated.
The wizard will display stores and subsidiaries currently saved. After selecting the new subsidiary, click [Next] to start the operation. It is possible to change the subsidiary for
a store without using this wizard in the following cases:
- If the store has no movements.
- If the store has movements, but the currency for the new subsidiary is the same as the one for the old subsidiary.
- If the store has movements, but it has not been assigned to any subsidiary, and the new subsidiary’s currency is the same as the folder currency.
Configuring the automatic flow chart
Back Office : Settings - Documents - Counterpart flow
For each subsidiary, counterpart flows are determined by taking into account the type of the sender store and the document type sent.
In this example, entering purchase orders for a store assigned to a subsidiary will automatically generate customer orders at the level of subsidiary headquarters. Note that this
is not necessary to enter reverse flows. In our example, entering customer orders for subsidiary headquarters will automatically generate purchase orders for the assigned
store.
When viewing a document, the [Zoom/Linked documents] button allows you to view the counterpart document. The link between documents is managed in the
LIAISONPIECE table. This screen is available for each subsidiary. In this way, organizational strategies may be different between each subsidiary and its assigned stores.
When flows are created, a check is carried out to verify that all linked documents have the following identical document settings :
- Remainder management (Inventory tab)
- Serial number management (Inventory tab)
- Credit note document (General tab)
- Litigation management (General tab)
- Visa management (General tab)
- Documents valued at 0 (Valuation tab)
- Document subject to tax (Management tab)
- Authorized item types (Item tab)
Counterpart documents are managed by all document creation and modification operations: direct entry or modification, duplication, deletion, automatic and manual
MANCHESTER store :
- type: retailer
- subsidiary: UK subsidiary
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generation, CAPM imports, store replenishment order generation, replenishment order generation, etc.
Configuring access rights
Back Office : Administration - Users and access - Access right management
Enable access rights for the user groups of your choice.
Menu 26 – Concepts/Inventory
View inventory of all warehouses of the subsidiary:Authorize or not the user to view the inventory of all the warehouses and/or all the warehouses of the subsidiary.
- If the user is granted authorization, the list of warehouses returned by restrictions in terms of warehouse visibility is updated.
- If the right is denied, the user cannot view the inventory of all the warehouses of the subsidiary.
Menu 105 - Settings/Documents
Counterpart flows: Authorize or not the user to access the management of counterpart flows.
Menu 106 – Administration/Maintenance
Change currency for subsidiary: Authorize or deny users access to the command which allows subsidiary currency to be changed.
Change subsidiary for store: Authorize or deny users access to the command which allows subsidiary of the store to be changed.
Menu 110 – Basic data/Stores
Subsidiaries: Authorize or deny user access to the command enabling subsidiary management.
Counterpart Document Management
Purchase documents
A control will be done in purchase document entry to verify that:
- The store is of type “Subsidiary headquarters” or assigned to a subsidiary.
- The flow is part of the counterpart flow table for the subsidiary and its stores.
- The supplier is distributed by the subsidiary.
In the case where these three conditions
- are met: the validation of purchase documents generates corresponding sales documents
- are not met: no counterpart documents will be generated
Example:
When a purchase proposal is created in the MANCHESTER store, the following search will be carried out:
- Is the MANCHESTER store assigned to a subsidiary? YES (UK SUBSIDIARY)
- Are purchase proposals in the counterpart table? YES (customer quotation)
- Does the subsidiary distribute to the supplier of the purchase order proposal? YES
Validating the purchase proposal generates a counterpart customer quotation with the following characteristics:
- Sender store of customer quotation: UK SUBSIDIARY
- Quotation customer: Customer associated to the Manchester store
Sales documents
A control will be done upon Sales document entry to verify that:
- The store is of type “Subsidiary headquarters” or assigned to a subsidiary.
- The flow is part of the counterpart flow table for the subsidiary and its stores.
- The sales document customer is the one associated to a store assigned to the subsidiary
In the case where these three conditions
- are met: the validation of Sales documents generates the corresponding Purchase documents
- are not met: no counterpart documents will be generated
Example:
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When a customer quotation is created in the UK store, the following search will be carried out:
- Is the UK affiliate an affiliate ? YES
- Are customer quotations in the counterpart table ? YES (purchase proposals)
- Is the quotation customer the one associated to a store assigned to the subsidiary? YES
Validating the customer quotation generates a counterpart purchase proposal with the following characteristics:
- Sender store for purchase proposals: MANCHESTER
- Supplier in sales document generated: Reference supplier
Document follow-up
Modifying documents
Modifying a document automatically causes the counterpart document to be modified. And vice-versa.
Generating documents
With the following configuration in the counterpart flow table:
- A purchase order sent (CF) creates a counterpart customer order (CC).
- The generation of a customer order (CC) in customer delivery (BLC) creates a supplier receipt (BLF) which closes the purchase order (CF).
This functioning takes backorders into account.
Duplicating documents
Document duplication also generates counterpart documents, if need be.
Managing broken chains
When a document belonging to a flow generates a document not belonging to the flow, the chain is broken. Consequences: The counterpart flow documents may not be
modified and the document generated is marked as “broken counterpart.”
Example:
A counterpart flow is defined between customer deliveries (BLC) and supplier receipts (BLF).
A counterpart flow is not defined for a customer invoice (FAC).
A BLC is entered, which generates a BLF as counterpart.
A BLC is generated in FAC
The FAC generated is marked as “Broken counterpart”: GP_CONTREPARTIE=CAS
The BLC generated is marked as “Non-modifiable”: GP_NONMODIFIABLE=X
The BLF for the counterpart is marked as “Non-modifiable”: GP_NONMODIFIABLE=X, but it is not closed.
Third-party management
Associated customer
An associated customer in one who is entered into the Third-party tab in the store record.
Reference supplier
At the start of the entry of the initial document, a search will be done to verify if the document is involved in the creation of a counterpart document. In this case, entering the
first item determines the reference supplier.
- If the supplier is distributed by subsidiaries:
- items are limited to this supplier
- a counterpart document is generated when validating
- If this supplier is not distributed by subsidiaries:
- no limitations are put on items
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- no counterpart document is generated when validating
The original document and the counterpart document will therefore remain identical in content.
Counterpart Flow Constraints
Case 1
It is not possible to use a subsequent document (in the purchases or sales chain) in the case of grouped documents.
Example:
The customer invoice balances the customer quotation and the delivery notice balances the purchase order proposal.
Counterpart procedure:
Customer invoice (FAF) -> Delivery notice (ALF)
Customer quotation (DE) -> Purchase Order Proposal (DEF)
Constraint: A customer invoice must not group several customer quotations, and a delivery notice must not group several purchase order proposals.
Case 2
If a subsequent document exists, the preceding document cannot be updated.
Example:
The customer invoice balances the customer quotation and the delivery notice balances the purchase order proposal.
Counterpart procedure:
Customer invoice (FAF) -> Delivery notice (ALF)
Customer quotation (DE) -> Purchase Order Proposal (DEF)
Constraint: When a customer quotation or purchase order proposal has been, even partially, balanced by their respective subsequent document, they can no longer be
modified.
Case 3
A subsequent document that is not managed in a counterpart flow will “break” the counterpart nature of the preceding documents.
Example:
The customer invoice balances the customer quotation and the delivery notice balances the purchase order proposal.
There is no counterpart document generated for the supplier delivery.
Counterpart procedure:
Customer invoice (FAF) -> Delivery notice (ALF)
Customer quotation (DE) -> Purchase Order Proposal (DEF)
Supplier delivery (BLF)-> no counterpart
Constraints: The generation of a supplier delivery for a delivery notice “breaks” the existing counterpart status between the delivery notice and the customer invoice.
As a result, any change to the customer invoice will not be reflected in the delivery notice and vice versa.
Counterpart Flow Diagrams
Store creates purchase order proposal.
Creating documents
Supplier F1 is distributed by the subsidiary. Since all conditions for managing the counterpart have been met, the customer quotation is created.
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Modifying documents
Purchase order proposals remain modifiable in-store, so long as the quotation is not transformed or exported. The modifications done on purchase order proposals will
automatically be transferred to quotations. In the same way, modifications made to quotations are transferred to purchase order proposals.
Valuing generated documents
The document generated uses the values of the original document.
Subsidiary exports quotation
Exporting a quotation enables you to render it non-viable. Since quotations are issued from purchase proposals, they are rendered non-viable.
This function depends on adding new data in the following export format type: $$_DOCNONVIVANT.
Subsidiary transforms quotation into customer order.
Generating customer orders updates estimates of ordered quantities, then renders the quotation non-viable (no management of backorders on quotations). Since quotations are
issued from purchase order proposals, they are rendered non-viable. Creation of customer orders causes the creation of purchase orders (according to settings).
Subsidiary delivers order
Customer delivery
One or more deliveries are generated for delivery to the store. Delivery notices are automatically created. They may not be changed by the store.
Interaction with purchase orders
Creating a customer delivery is done via backorder processing on the customer order. A supplier delivery notice will be created according to customer delivery, and
backorders from purchase orders are updated according to delivery notices. Note that backorder management must be identical for customer orders and purchase orders.
Balancing purchase orders
Since purchaser orders manage backorders, they are closed via the following two actions:
- The process of reconciling shows that orders have been 100% delivered. No document will then be expected. Order is rendered non-viable.
- The order can be manually closed (remainders will not be delivered).
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The customer order will follow the same scheme. It is closed and rendered non-viable.
Invoicing Sales and Transfers - Contents
In its organization, a chain of stores can be structured to take into account different store typologies such as branches, franchises, affiliated commission agents, multi-brand
retailers, etc.
- For sales invoicing, affiliated commission agents do not own their stock. The turnover of these stores comes from a percentage on sales generated. Central site will therefore
invoice Front Office sales.
- For transfer invoicing, all stores are served by the Headquarters using transfers or transfer proposals. It is therefore necessary to be able to issue invoices to the stores, which
constitute different legal entities.
The invoicing principle applied to transfers is as follows: Order (Retailer) ---> Headquarters ---> Stores (Branches, Franchises, Retailers, Affiliated agents.)
In both cases, invoicing can be performed based on predefined program (.i.e. Invoicing by program), or in interactive mode (whereby a multi-criteria selection screen allows
you select the list of documents to be processed.) A wizard is then launched allowing you to select the processing options.
General Settings
Stores
Company settings
Access rights
Interactive invoicing
Invoice sales interactively
Invoice transfers interactively
Invoicing using a program
Invoicing sales and transfers using a program
Invoicing structure
Sales invoicing structure
Transfer invoicing structure
Settings for Invoicing Sales and Transfers
Stores
Back-Office: Basic data - Stores - Stores
Contact information tab
For the various stores concerned (Headquarters, Franchise, etc.) populate the Type field in this tab.
Third-party tab
The customer and supplier associated with the store must be specified for invoicing transfers.
For invoicing sales, only the associated customer must be specified.
In both cases, you need to have created the corresponding customers and suppliers beforehand.
Company settings
Back-Office: Administration - Company - Company settings
Go to Commercial management/Documents - Processing and configure the options available in the “Invoicing franchisees, concessions and affiliates” section.
For invoicing transfers, all options must be specified, except the “Invoicing store” that is used only for invoicing sales.
Access rights
Back Office: Administration - Users and access - Access right management
Menu Sales (102)
You can use the "Invoice sales” and “Invoice transfers” submenus in the Generation section to authorize or deny access to the user groups of your choice.
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Invoicing Sales and Transfers Interactively
Invoice sales interactively
Back Office: Sales - Generation - Invoice sales - Interactive
The fields in this multiple criteria screen enable you to filter the data displayed.
Select the sales to invoice and click this button to display the "Invoice sales" wizard.
Once these options are defined, click [Next] and then click [End] to run the process. At the end of the processing, you can print the report displayed.
Invoice transfers interactively
Back-Office: Sales - Generation - Invoice transfers/Interactive
Step 1: Select transfers to invoice
The fields in this multiple criteria screen enable you to filter the data displayed.
Subsidiaries tab
The Subsidiaries tab is available only if the Management of subsidiaries has been enabled in the company settings (go to Administration/Distribution.) The Subsidiaries tab
allows you to filter your selection based on the following:
- The list of subsidiaries of the sender store
- The list of subsidiaries of the recipient store
- The Selection of inter-subsidiary transfers option, which allows you to select all transfers for which the subsidiary corresponding to the sender store is different from the
subsidiary of the recipient store.
The invoicing principle applied is as follows:
- Inter-subsidiary inventory movements result in the issuing of an invoice between 2 stores typed "Subsidiary headquarters." This typology must be specified in the subsidiary
record.
- Inventory movements between a store that is linked to a subsidiary and a store that is not linked to a subsidiary result in the issuing of an invoice between the store typed
"Subsidiary headquarters" concerned and the store not linked to a subsidiary.
- Intra-subsidiary inventory movements result in the issuing of an invoice if they are selected. If you do not want to issue intra-subsidiary invoices, it is advisable to tick the
"Selection of inter-subsidiary transfers" checkbox option.
Standards tab
The following options allow you to refine the selection:
Fields
Description
Invoicing store
The invoice will be generated with this store. By default, this is the store selected in
the company settings.
Invoice valuation
The settings below will depend on the selection of one of the options described
below. Note that all these options allow the application of a ratio.
- Original document price: The price of the receipt is retrieved in the generated
invoice.
- Price list of customer linked to the store: The generated invoice is based on the
customer’s price list for the store of the sale.
- Trade price list of customer associated with the store: The generated invoice is
based on the customer’s trade price list for the store of the sale.
- Invoicing store price list: The generated invoice is based on the price list of the
invoicing store selected above. Price lists are searched with the currency of the
invoicing store. You select the type of price list from the drop-down purchase or
sales price list. Only price list types in the currency of the selected invoicing store
are proposed.
- Transfer price: The generated invoice is based on the transfer price of the selected
sales line.
Invoicing ratio
Enter a ratio to apply to the price.
Price list validity date
You can select the date for applying the price list if the invoice depends on a price
list. By default, the original document date can be selected.
Automatically approve generated
invoices
This option enables you to approve generated invoices automatically. This option
depends on user access rights.
Printing documents
If selected, documents are printed automatically.
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- Exclude consigned documents: if this option is selected only firm documents are selected.
- Exclude transfers with lines at zero: this option is used to recover or not transfers with at least one line with a null price. If this option is selected, and a transfer includes an
item line with a null price, none of the lines will be invoiced.
Step 2: Launch the interactive invoicing process
The wizard used for invoicing transfers allows you to generate invoices based on certain settings.
Once you have selected the transfers, launch the wizard by using this button. The wizard then opens, and you may select the following options.
Once these options are defined, click [Next] and then click [End] to run the process.
Invoicing Sales and Transfers Using a Program
Back-Office: Sales - Generation - Invoice transfers (or sales) / Per program
This feature is used to define invoicing programs for transfers (or sales), and then start processing.
Creating a program
Use this button to create a new program.
The “Characteristics” tab is where you select the documents to be invoiced, using triggers having a scope of use set to “Invoicing sales and transfers.”
Do not forget, triggers must have been created first in the Settings module - General - Triggers.
For invoicing transfers, the following options allow you to refine the program:
- Exclude consigned documents: if this option is selected only firm documents are invoiced.
- Exclude documents having no price specified: this option allows you to specify that transfers containing at least one line with a null price should not be invoiced. If this
option is selected, and a transfer includes an item line with a null price, none of the lines will be invoiced.
For invoicing sales, the “Consigned items lines” option allows you to invoice only consigned item lines.
The options provided for generating invoices, available on the Generation tab, are the same as those provided by the existing wizard as seen before (Interactive invoicing.)
Please notice that documents can only be printed in immediate mode (Immediate processing option). This option is not taken into account if the invoicing of transfers is
carried out as a scheduled task.
Fields
Description
Date of generated invoice
Specify the date of the invoice that will be generated by the process
Invoice valuation
Select the type of valuation you want to perform:
- Original document price: the generated invoice is valued based on the selected
transfer price.
- Price list of the customer linked to the recipient store: the generated invoice is
valued based on the price list of the recipient store customer for the selected
transfer.
- Sender store price list: the generated invoice is valued based on the price list of
the sender store for the selected transfer.
- Recipient store price list: the generated invoice is valued based on the price list of
the recipient store for the selected transfer.
- Type of price list: selection of sales price list or purchase price list for the store.
- Transfer price: the generated invoice is valued based on the selected transfer price.
Invoice total discount
Is used to define an invoice total discount rate to apply to all the invoices generated.
If this option is not selected, the discount that is defined in the records for the
customers and suppliers associated with the stores will be applied.
Price list validity date
You can select the following:
- Date of the original document: the price list search starts from the date of the
selected transfer.
- Date: the price list search starts from the date entered.
Store of centralization
If need be, the store of centralization will be specified. This field is not displayed, if
the company setting "Centralize invoicing on" is set to None.
Automatically approve generated
invoices
This option enables you to approve generated invoices automatically. This option
depends on user access rights (for both the wizard and the transfer program.)
Printing documents
If selected, documents are printed automatically.
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Starting the invoicing process
Immediately (manual action):
Using the [Running the program] button available in the multiple criteria screen of programs.
Off-line (scheduled task):
Using the [Schedule this task] button, available in the “Generation” tab of the program record, the execution of the program can be subject to scheduling. This allows you
to schedule different types of invoices, with each task carrying out a specific process.
Examples:
Task 1: Shop-in-shop invoicing (Price list P1)
Task 2: Affiliated agent invoicing (Price list P2)
Invoicing Structure for Sales and Transfers
Sales invoicing structure
The documents created by the wizard are described below.
Transfer invoicing structure
The invoicing procedure is determined by the value selected for the company setting "Centralize invoicing on” (refer to the Company Settings.)
The possible choices are described in the following topics in recap tables:
- Centralization = None
- Centralization = Headquarters
- Centralization = Subsidiary Headquarters
Caption used in the tables:
Store
Type of store
Invoiced third-
party
001
Headquarters
C001
002
Branch
C002
003
Franchise
C003
004
Branch
C004
Document type
Store
Generated document
Document
warehouse
Invoiced
customer
FFO
001
FAF
001
C001
FFO
002
FAF
001
C002
FFO
003
FAF
001
C003
FFO
004
FAF
001
C004
Store type
Document type
SIE
Headquarters
FAF
Financial customer invoice
FIL
Subsidiary headquarters
FFF
Financial supplier invoice
SUC
Branch
AVC
Customer credit note
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Centralization = None
The invoicing procedure is determined by the value selected for the company setting "Centralize invoicing on”.
This section describes the case where the setting selected is: Centralization = None
Subsidiaries are handled in the same way as branches:
Click here to see the caption for the table.
Centralization = Headquarters
The invoicing procedure is determined by the value selected for the company setting "Centralize invoicing on”.
This section describes the case where the setting selected is: Centralization = Headquarters
FRA, DET, COM, AUT-type stores are handled in the same way as branches.
SIE-type stores that do not correspond with the SIE type specified in the wizard are handled in the same way as branches.
New documents are shown in italics. In the table, the SIE code in bold corresponds to the headquarter-type store selected in the wizard. The codes “SIE”(r) and “SIE(s)”
correspond to the headquarter-type stores that sent (s) or received (r) the transfer and that differ from the centralized headquarters store.
FRA
Franchise
AF
Supplier financial credit
note
DET
Retailer
COM
Affiliated commission
agent
AUT
Other
Recipient store (r)
SIE
FIL
SUC
FRA, DET, COM, AUT
Sender store (s)
SIE
FAF SIE (s)->SIE (r)
FFF SIE (r)->SIE (s)
FAF SIE->FIL
FFF FIL->SIE
FAF SIE->SUC
FFF SUC->SIE
FAF SIE->FRA
FFF FRA->SIE
FIL (No subsidiary)
AVC SIE->FIL
AF FIL->SIE
FAF FIL (s)->FIL (r)
FFF FIL (r)->FIL (s)
FAF FIL->SUC
FFF SUC->SIE
FAF FIL->FRA
FFF FRA->FIL
SUC
AVC SIE->SUC
AF SUC->SIE
FAF SUC->FIL
FFF FIL->SUC
FAF SUC (s)->SUC (r)
FFF SUC (r)->SUC (s)
FAF SUC->FRA
FFF FRA->SUC
FRA, DET, COM, AUT
AVC SIE->FRA
AF FRA->SIE
FAF FRA->FIL
FFF FIL->FRA
FAF FRA->SUC
FFF SUC->FRA
FAF FRA (s)->FRA (r)
FFF FRA (r)->FRA (s)
Recipient store (r)
SIE(= Wizard)
SIE (r) (<> Wizard)
FIL
SUC
FRA, DET, COM,
AUT
Sender store (s)
SIE(= Wizard)
FAF SIE->SIE (r)
FFF SIE (r)->SIE
FAF SIE->FIL
FFF FIL->SIE
FAF SIE->SUC
FFF SUC->SIE
FAF SIE->FRA
FFF FRAU->SIE
SIE (r) (<> Wizard)
AVC SIE->SIE(s)
AF SIE (s)->SIE
FAF SIE->SIE (r)
FFF SIE (r)->SIE
AF SIE (s)->SIE
AVC SIE->SIE(s)
FAF SIE->FIL
FFF FIL->SIE
AF SIE (s)->SIE
AVC SIE->SIE(s)
FAF SIE->SUC
FFF SUC->SIE
AF SIE (s)->SIE
AVC SIE->SIE(s)
FAF SIE->FRA
FFF FRA->SIE
AF SIE (s)->SIE
AVC SIE->SIE(s)
FIL
AVC SIE->FIL
FAF SIE->SIE (r)
FFF SIE (r)->SIE
FAF SIE->FIL (r)
FFF FIL (r)->SIE
FAF SIE->SUC
FFF SUC->SIE
FAF SIE->FRA
FFF FRA->SIE
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Click here to see the caption for the table.
Centralization = Subsidiary Headquarters
The invoicing procedure is determined by the value selected for the company setting "Centralize invoicing on".
This section describes the case where the setting selected is: Centralization = Subsidiary Headquarters
FRA, DET, COM, AUT-type stores are handled in the same way as branches.
SIE-type stores that do not correspond with the SIE type specified in the wizard are handled in the same way as branches.
AF FIL->SIE
AF FIL->SIE
AVC SIE->FIL
AF FIL (s)->SIE
AVC SIE->FIL (s)
AF FIL->SIE
AVC SIE->FIL
AF FIL->SIE
AVC SIE->FIL
SUC
AVC SIE->SUC
AF SUC->SIE
FAF SIE->SIE (r)
FFF SIE (r)->SIE
AF SUC->SIE
AVC SIE->SUC
FAF SIE->FIL
FFF FIL->SIE
AF SUC->SIE
AVC SIE->SUC
FAF SIE->SUC (r)
FFF SUC (r)->SIE
AF SUC (s)->SIE
AVC SIE->SUC (s)
FAF SIE->FRA
FFF FRA->SIE
AF SUC->SIE
AVC SIE->SUC
FRA, DET, COM,
AUT
AVC SIE->FRA
AF FRA->SIE
FAF SIE->SIE (r)
FFF SIE (r)->SIE
AF FRA->SIE
AVC SIE->FRA
FAF SIE->FIL
FFF FRA->SIE
AF FRA->SIE
AVC SIE->FRA
FAF SIE->SUC
FFF FRA->SIE
AF FRA->SIE
AVC SIE->FRA
FAF SIE->FRA (r)
FFF FRA (r)->SIE
AF FRA (s)->SIE
AVC SIE->FRA (s)
Recipient
store (r)
SIE – F1
FIL – F1
SUC – F1
FRA, DET,
COM, AUT –F1
SIE
FIL
(No
subsidiary)
SUC
FRA, DET,
COM, AUT
Sender store
(s)
SIE
FAF SIE->F1
FFF F1->SIE
AVC F1-
>SIE
AF SIE->F1
FAF SIE->F1
FFF F1->SIE
FAF SIE->F1
FFF F1->SIE
FAF SIE (s)->SIE
(r)
FFF SIE (r)->SIE
(s)
FAF SIE->SUC
FFF SUC->SIE
FAF SIE->FRA
FFF FRA->SIE
FIL (No
subsidiary)
SUC
FAF SUC->F1
FFF F1->SUC
AVC F1-
>SUC
AF SUC->F1
FAF SUC->F1
FFF F1->SUC
FAF SUC->F1
FFF F1->SUC
FAF SUC->SIE
FFF SIE->SUC
FAF SUC (s)->SUC
(r)
FFF SUC (r)->SUC
(s)
FAF SUC->FRA
FFF FRA->SUC
FRA, DET,
COM, AUT
FAF FRA->F1
FAF F1->FRA
AVC F1-
>FRA
AF FRA->F1
FAF FRA->F1
FAF F1->FRA
FAF FRA->F1
FAF F1->FRA
FAF FRA->SIE
FFF SIE->FRA
FAF FRA->SUC
FFF SUC->FRA
FAF FRA (s)->FRA
(r)
FFF FRA (r)->FRA
(s)
SIE-F1
FAF F1->SIE
(r)
FFF SIE (r)-
>F1
AF SIE (s)-
>F1
AVC F1->SIE
(s)
AVC F1-
>SIE
AF SIE->F1
FAF F1->SUC
FFF SUC->F1
AF SIE->F1
AVC F1->SIE
FAF F1->FRA
FFF FRA->F1
AF SIE->F1
AVC F1->SIE
FAF F1->SIE
FFF SIE->F1
FAF F1->SUC
FFF SUC->F1
FAF F1->FRA
FFF FRA->F1
FIL-F1
FAF F1->SIE
FFF SIE->F1
FAF F1->SUC
FFF SUC->F1
FAF F1->FRA
FFF FRA->F1
FAF F1->SIE
FFF SIE->F1
FAF F1->SUC
FFF SUC->F1
FAF F1->FRA
FFF FRA->F1
SUC-F1
FAF F1->SIE
FFF SIE->F1
AF SUC->F1
AVC F1-
>SUC
AVC F1-
>SUC
AF SUC->F1
FAF F1->SUC
(r)
FFF SUC (r)-
>F1
AF SUC (s)-
>F1
AVC F1->SUC
FAF F1->FRA
FFF FRA->F1
AF SUC->F1
AVC F1->SUC
FAF F1->SIE
FFF SIE->F1
FAF F1->SUC
FFF SUC->F1
FAF F1->FRA
FFF FRA->F1
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Click here to see the caption for the table.
Overview of the Purchase Cycle
Different procurement methods
With software from the ORLI range
The purchase cycle can be supplied by the Orliweb software package:
- Orders from Orliweb customers are downloaded to Yourcegid Retail Y2as purchase orders.
- Orliweb deliveries are downloaded to Yourcegid Retail Y2 as delivery notices or supplier receipts, depending on the user’s choice.
By using replenishment or pre-allotment
A purchase order can also be created from:
- Automatic replenishment available in the Back Office: module Inventory - menu Replenishment - command Replenishment and distribution.
- Replenishment orders entered directly by the stores and then generated at Headquarters as purchase orders.
- Purchase proposals entered at Headquarters, and then generated as purchase orders by the means of pre-allotment.
- Replenishment suggestions available in the Back Office: module Purchases - menu Generation - command Replenishment for customer orders/Replenishment suggestions.
Directly in Back Office
A purchase order can also be simply entered directly in Back Office, via the module Purchases - menu Enter - command Purchase order. Here it is possible to enter:
- Orders centralized at Headquarters for all stores
- Orders by store
The procurement cycle
Various purchase documents
(s)
FRA, DET,
COM, AUT
F1
FAF F1->SIE
FFF SIE->F1
AF FRA->F1
AVC F1-
>FRA
AVC F1-
>FRA
AF FRA->F1
FAF F1->SUC
FFF SUC->F1
AF FRA->F1
AVC F1->FRA
FAF F1->FRA
(r)
FFF FRA (r)-
>F1
AF FRA (s)-
>F1
AVC F1->FRA
(s)
FAF F1->SIE
FFF SIE->F1
FAF F1->SUC
FFF SUC->F1
FAF F1->FRA
FFF FRA->F1
SIE-F2
FAF F2->F1
FFF F1->F2
AVC F1->F2
AF F2->F1
FAF F2->F1
FFF F1->F2
FAF F2->F1
FFF F1->F2
FIL-F2
FAF F2->F1
FFF F1->F2
FAF F2->F1
FFF F1->F2
FAF F2->F1
FFF F1->F2
FAF F2->F1
FFF F2->F1
SUC-F2
FAF F2->F1
FFF F1->F2
AVC F1->F2
AF F2->F1
FAF F2->F1
FFF F1->F2
FAF F2->F1
FFF F1->F2
FRA,
DET,
COM,
AUT – F2
FAF F2->F1
FFF F1->F2
AVC F1->F2
AF F2->F1
FAF F2->F1
FFF F1->F2
FAF F2->F1
FFF F1->F2
Fields
Description
Purchase order proposal (DEF)
This document is a sort of pre-purchase order. It is used to enter at the Headquarters only one
document grouping all the needs of the stores for a given supplier, and then generate as many
purchase orders as there are stores involved (refer to Pre-allotment of Purchases by Store.)
Purchase order (CF)
This is a document created for a single store and a single supplier. It can be entered directly, or it
can be issued from the generation of other documents.
Delivery notice (ALF)
The delivery notice is a document used to notify stores of the delivery of ordered items. It is thus
an intermediary document between the order and the receipt. The store must validate its delivery
notices every day according to the merchandise received. The validated delivery notice is then
transformed into a receipt.
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Supplier Record - Contents
The supplier record forms part of the basic data essential to a Commercial management folder. No purchases can be made without being associated with at least one supplier.
Indeed, certain automated processes and default values can be determined by the way in which the record is populated: behavior of documents in entry mode, assignment of
unique barcodes, item referencing, etc.
The objective, of course, is to clearly identify the suppliers behind the purchases, the period in question, and the corresponding amount. With this information, the commercial
performance of items linked to each supplier can be analyzed, and the purchasing strategy for subsequent seasons can be determined.
Preliminary settings
Company settings
Search priorities
Fields in item record
Access rights
Zoom on the supplier record
General tab
Addition tab
Payments tab
Information tab
User fields tab
Toolbar
Actions on the supplier record
List of actions to perform on the supplier record
Settings for Supplier Record
Company settings
Back Office: Administration - Company - Company settings
Automatic codification of suppliers
Go to Commercial management/Customer suppliers, and tick the “Automatic assignment of supplier code” option.
Receipt (BLF)
This document is used to make a record of a supplier delivery. It can either be entered directly, or
generated from a purchase order or a delivery notice. This type of document has an impact on
physical inventory.
The validation of a delivery notice (ALF) in the Front Office has the effect of generating a receipt
(BLF).
Financial invoice notice (AFF)
This document is made up of all sales and all consigned item returns.
The process of invoicing sales generates a document of type Financial invoice notice per supplier
and per store, in order to enable an analytical allocation of the purchase to the right store.
These invoice notices will be retrieved and sent to each supplier of consigned items, with the
breakdown of items sold per store, then generated as a financial supplier invoice when the invoice
is received (refer to Managing Consigned Items.)
Supplier invoice (FF)
This document is a typical invoice that validates the merchandise order to a supplier, and has an
impact on inventory.
Financial supplier invoice (FFF)
This document does not physically correspond to a merchandise exchange, and has therefore no
impact on inventory. It can be, for example, an additional invoice following a mistake in the
original invoice.
Supplier return (BFA)
This document follows a return of merchandise to the supplier after receipt and/or invoicing. This
type of document has an impact on inventory.
Supplier credit note on inventory
This document corresponds to a typical credit note prompting a supplier invoice. This type of
document has an impact on inventory.
Request for a financial credit (AAF)
This document precedes the financial credit in the purchase cycle, and has no impact on inventory.
It is particularly used in litigation management.
Supplier financial credit note (AF)
This document is the counterpart of the financial invoice. It may, for example, correspond to an
invoicing correction only affecting the price and not the quantity of items.
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A code can also be assigned manually to a record. However, it is recommended to opt for the automatic assignment for better ease of use.
Individual barcode management
Go to Commercial management/Items, and tick the “Distinct barcodes per supplier” option. If this option is:
- ticked: it authorizes the assignment of barcodes based on supplier-specific settings.
- not ticked: this option will not be accessible in the supplier record.
Item referencing
Go to Commercial management/Items, and according to your needs, tick the “One supplier per item” option.
- If ticked: an item is assigned to only one supplier. In purchase documents, it is then not possible to enter an item that does not belong to the supplier in the document header.
- If not ticked: an item can be assigned to several suppliers. When entering a purchase document, any item may be scanned, including items that do not belong to the supplier
in the document header. This triggers the display of the “Control of purchasing items” option in the Addition tab of the supplier record (refer to chapter Addition Tab/Item
Referencing.)
Search priorities
Back Office: Settings - Suppliers - Search priorities
This command allows you to define the search priorities for suppliers. You may select up to 6 priorities which will then be processed in ascending order. Once created, the
search priorities are then selected in the company settings, (via Commercial management - Customers/Suppliers, section “Search priority”.)
Fields in supplier record
Back Office: Settings - Suppliers - Field settings
This feature allows you to define user field to be displayed in the in the supplier record. Click here for further information.
Access rights
Back-Office: Administration - Users and access - Access right management
The following access rights must be enabled for the user groups of your choice:
Menu Concepts (26) – Commercial management - Suppliers
This menu allows you to authorize the display, creation and/or modification of supplier records for the user groups concerned.
Menu Settings (105) - Suppliers
This menu allows you to authorize the relevant user groups to access the various settings tables used to populate the records, as well as the settings used for configuring the
read-only or mandatory fields in the record.
Menu Administration (106) - Event log
This menu allows you to authorize a customized follow-up of suppliers, as well as the purge of the relevant records.
Menu Basic data (110) - Suppliers
This menu allows you to authorize the relevant user groups to access the actual supplier records, as well as various actions relating to the modification, deletion, or closure of
these records. It is also used for managing access to processes and reports relating to suppliers.
Supplier Record
Back Office: Basic data - Suppliers - Suppliers
The list of existing suppliers is displayed based on the specified sort criteria:
General tab
Address
This first section displays the various contact information for the supplier:
Identification
This part includes among other elements, information relating to the supplier’s typology and nationality, as well as the CRN and NAICS codes.
Specific processes (price lists, referencing, items, management rules, rights, etc.) are linked to the “Type of supplier” field.
Pricing
This section is used to select the price list category and the currency for the supplier.
Communications
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Follow-up
Addition tab
Workshop
This section allows you to configure the supplier record to handle workshops for servicing (see Customer Services Management.)
Quotation management
Margin
The Margin section allows you to specify the rounding method used for calculating the margin ratio.
Litigations on data import
For further information about this topic, refer to the chapter about Litigation Management.
Item referencing
This setting is visible only if the company setting “One supplier per item” is not ticked (refer to Company Settings/Items.) It is used in purchase documents to check that the
items selected are actually sold by the supplier in a multi-supplier per item folder. This option requires that the supplier’s item referencing is up-to-date (by input or import.)
Controls are performed when an item is added to a document for the given supplier:
Fields
Description
Send document automatically
This option allows you to activate the systematic sending of documents entered for
this supplier, provided the relevant module has been purchased. The Exception on
document management screen, available via the Complementary data button in the
record, allows you to modify the default values of the settings used for sending of
documents; these settings are defined in the Layout tab, accessible via the Settings
module - Documents - Documents/Type.
One file per subsidiary
This option is available if documents are sent automatically (feature enabled.)
When a purchase proposal with a pre-allotment by store is sent automatically, a file
will be sent by subsidiary based on the stores specified in the pre-allotment.
Automatic acknowledgment of
document delivery
Is used to specify that the supplier is able to send acknowledgments by import. In
the case where this status is not ticked (default value), the documents from this
supplier are assigned the “No control” status. If the supplier handles
acknowledgments, then the document created for the supplier is assigned the “Not
received” status. This status can be changed in the following processes:
- When, the acknowledgment is imported.
- By the batch update of purchase documents.
Fields
Description
Closed
This option should be activated if you no longer want a supplier to be included in
processes or in the entry of documents. Note that in this case, the supplier is not
deleted from the database.
Fictitious supplier
This option is essential for the creation of records that are used when entering
documents such as replenishment orders. Indeed, it is imperative that you assign a
dummy third-party to these movements.
Fields
Description
Supplier of Customer Services /
Alterations
This option allows you to type the supplier as service provider.
Internal workshop
Available only if the “Internal workshop management” option is enabled (see
Internal Workshop Management.)
Margin ratios
When the workshop values the quotation, margin ratios for services will be applied
if the selling prices of the services are set to zero. The ratio applies to the purchase
price. You must enter a ratio for services of type “Freight and expenses”, and
another ratio for other services.
Workshop delivery address
Selection of an address among those already defined via the [Complementary data]
button - option Addresses, available in the supplier record.
Fields
Description
Delivery address for quotations
Is used to take delivery of special orders at the Headquarters to check them, before
they are sent to stores.
Margin ratio
Ratio between the price announced by the supplier and the amount to invoice to the
customer.
Average delivery lead time (days)
Is used to update the forecasted delivery date of the quotation at the valuation step.
At this step, this is date is required and becomes the D day + delivery lead-time, if
not specified before.
Attention! This delivery lead-time does not apply if a date was specified upon the
creation of the quote.
Account for special invoices
Supplier invoices from special orders can be registered to this specific supplier
account. Otherwise, the auxiliary supplier account will be used.
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- The supplier must be the main supplier in the item record.
- Or the supplier must be listed in the item referencing for the supplier.
If none of these conditions is met, the item cannot be integrated with the purchase document.
Consigned items
This serializable module allows the use of items that remain property of the supplier but are consigned to the retailer for sale. The retailer is only invoiced for the merchandise
that is sold, with the unsold quantity returned to the supplier at the end of the season (see Consigned items.)
Payments tab
Information tab
This tab allows you to really customize the record based on your specific needs. All of the information contained on this tab is user-defined and fully customizable:
- The titles of user-defined criteria can be configured in Settings - Suppliers - User-defined field titles.
- The content of user-defined tables can be populated in Settings - Suppliers - User-defined tables, or directly in the supplier record by clicking the [Subtable settings] button
displayed nest to every field concerned.
The lower part of the screen is used as a notepad, with simple word processing functions available by right-clicking in this section.
User fields tab
This tab displays only if the use of user fields is enabled in the company settings. This tab is used to populate the various user fields defined for suppliers.
Although many user-defined fields are displayed on the Information tab of the supplier record by default, you may be required to manage an unlimited number of user fields.
These user fields are used in addition to the existing user-defined tables. All user fields in the supplier record will be used systematically.
The management of user fields is dependent on a company setting located in Administration - Company - Company settings, section Commercial management/Default
settings (see User Fields.)
Toolbar
Zoom menu
This button gives access to the Current documents, Ordered items, Category price list, Pricing, Website, and Document summary.
Complementary data
This button gives access to exceptions, address management, various referencing and identifiers. For further information about these topics, refer to the chapters about:
- Address Verification
- Multi-Referencing,
- Subsidiary referencing (refer to Subsidiary Record and Counterpart Flows.
Contacts
Field
Description
Discounts
This section allows you to specify the supplier’s discount percentages and/or
business discount percentages. These are then proposed automatically when
entering documents.
Taxes and discounts
This section impacts the use of currencies in purchase documents.
Payment method
This section contains the usual payment terms. Note that these terms can be defined
directly in the Settings module - Management - Financing plans.
Type
The Type section is essential because it allows you to indicate which tax system
applies to the supplier. This has a direct impact on the calculation of taxes,
particularly VAT, when entering documents.
Shipping
This section allows you to indicate the usual merchandise transportation methods
for this supplier.
Accounting
This section is essential for configuring the accounting interface.
Associated suppliers
This section allows you to specify the supplier that is to be paid and/or the supplier
that issued the invoice, if different from the main supplier. A supplier can be
assigned to a GPO (group purchasing organization) if the setting relating to the
management of GPOs is enabled.
Identification and Export
These sections allow you to enter information used for the generation of Trade of
goods declaration (TGD).
Credit
This section is useful for specifying risk calculation methods.
Coefficients
This section allows you to indicate the tax-exclusive and/or tax inclusive
coefficients specific to this supplier. These are retrieved automatically when
creating item records associated with this supplier.
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This button allows you to enter the details for contacts on the supplier’s side.
Bank account information
The [BAID] button allows you to enter the details of the supplier’s bank account information.
Memos/Photos
The [Memos] button allows you to link photos or memos to the supplier record.
Barcode
This button allows you to enter specific barcode settings. This button is visible only if the “Distinct barcodes per supplier” checkbox option is activated. Therefore, go to
Administration - Company - Company settings - section Commercial management/Items.
List of Actions Linked to Suppliers
Editing lists and labels
Back Office: Basic data - Supplier - Reports
This feature allows you to edit a list of selected suppliers based on various criteria, in addition to labels.
Supplier catalog
Back Office: Basic data - Suppliers - Catalog
This feature allows you to view the prices that are applied by the supplier and specified upon item creation.
Information on the supplier catalog is purely informative and is not taken into account in processes, except in the valuation of documents. The “Multiple of” function can be
managed by multi-referencing.
Batch modification
Back Office: Basic data - Suppliers - Batch modification
This feature allows you to modify or populate a field for a selection of suppliers. Validation of the modification can be performed automatically for the set of selected records,
or on a record-by-record basis for better control.
Batch deletion
Back Office: Basic data - Suppliers - Batch deletion
This feature allows you to delete permanently a supplier or a selection of suppliers. To do this, the records in question must be closed first. Naturally, a certain number of
checks are also carried out before deletion is authorized.
It is possible to view a list of these deleted supplier records, as well as those that were rejected during the deletion process along with the reason for rejection.
Deactivating a supplier record
Back Office: Basic data - Suppliers - Deactivate suppliers
This feature allows you to exclude a supplier or selection of suppliers from processes and/or document entries, without permanent deletion of the file. It is still possible to
view information relating to closed records, or to reactivate a supplier after a commercial dispute has been resolved, for example.
Reactivating a supplier record
Back Office: Basic data - Suppliers - Reactivate suppliers
This feature allows you to make a deactivated record or a selection of records available again for processing and document entry.
Retail Purchase Price Lists - Contents
A price list consists of a price list type and an application period. To create a price list, it is therefore necessary to define first the price list type and the application period.
When using price lists, the price of an item can be related to the following:
- The document date (price list application period)
- The store (price list defined for the store)
- The supplier or supplier category (if a supplier price list was defined)
The "Price lists and promotions" module must be serialized before you can use this functionality.
General settings
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Serialization
Company settings
Managing user access
Price list settings
Rounding methods
Price list types
Application periods
Store price lists
Creating price lists
Entering a price list during item creation
Creating a price list by item
Creating a price list by item category
Updating price lists
Managing price lists
Query, edit and analyze price lists
Close, delete and purge price lists
Retail Purchase Price Lists - Preliminary Settings
Serialization
Back Office: Administration - Company - Serialization - Activation of modules
The "Sales Pricing and Promotions" module (P30453) must be serialized and validated before you can use this functionality.
Company settings
Back Office: Administration - Company - Company settings
Select Commercial management - Pricing and specify the fields as described.
Managing user access
Restricting user access to price lists
Back Office: Administration - Users and Access - Users
For each user, you can restrict the visibility of price lists.
You can select the various price list types that users are authorized to view in the "Restrictions" tab in the user record. If no value is selected, the user will have access to all
price list types.
Managing access rights
Back Office: Administration - Users and access - Access right management
Select menu Purchases (101) and enable access rights for the user groups you want.
Retail Purchase Price List Settings
Rounding methods
Back Office: Settings - Management - Rounding methods
This functionality is used to configure rounding methods for managing price lists. To find out more about this step, refer to topic Rounding methods.
Creating price list types
Back Office: Purchases - Item price lists - Price list types
This functionality is used to create different types of price lists.
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Application periods
Back Office: Purchases - Item price lists - Application period
To manage price lists, you must define application periods. An application period can be associated with a price list type. This link is mandatory if the "Price list period
always linked to a price list code" company setting is selected. (See Company Settings.)
Dates
- The start date is the date on which the price list will be applied.
- The end date is the expiry date of the price list application period.
Store price lists
Back Office: Basic data - Stores - Stores
The "Contact information" tab in the store record is used to associate a purchase price list with a store. You should select a previously created type of price list. See Price list
types above.
Note that you can also associate a purchase price list with the store in this record. (See Retail Price Lists).
Retail Purchase Price List Creation
There are several ways to create a price list:
- Specify a price list when creating an item
- Create a price list for each item
- Create a price list for each item category
- Update a price list
Specifying a price list when creating an item
If the "Price list proposal in item creation" company setting is selected (see Company Settings), you can enter price lists directly when creating an item.
Once you validate the item created, the "Base price list of item" window will be displayed. Price lists are created according to the base period defined in the company settings.
By default, the price specified is the retail purchase price entered in the item record multiplied by the coefficient defined for the price list type.
If the price list is generated by dimension, then after validation, you can modify the price list for each dimension by clicking this button.
After validation, you can also access this window in the item record by clicking the [Additional information/Base price list] button.
Creating a price list by item
Back Office: Purchases - Item price lists - Item price lists
Click this button to create an item price list and specify the following:
- The price list type
Field
Description
Price list type
This must be expressed in a single currency to be specified when creating the price
list.
Pricing system
Used to define if the purchase price list is tax inclusive or tax exclusive.
Coefficient
This is the coefficient applicable when creating the price list and is based on the
price entered in the item record.
Exceptions by store
This non-accessible field is used to manage price list exceptions by store.
Update of price list by store in
purchasing
If the purchase price list is entered in purchase documents, this field will update:
- The store price list for the purchase document if the option is selected.
- The price list for all stores if the option is not selected.
Consider prices of item record
If the value in the "Proposed price" field ("Valuation" tab in the document type) is
"Last purchase price" and if the "Consider prices of item record" option is:
- Selected: The purchase price will be retrieved, failing which the GQ_DPA,
followed by the GA_DPA. If none of these three prices exist, no price will be
retrieved.
- Not selected: The purchase price alone will be retrieved. If this price does not
exist, no price will be retrieved.
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- The application period for the price list
- The store where the price list will be applied, or "All stores" if the price list is applicable to all stores
- The code of the item for which the price list is being created
- The item price list for all settings
- The following information is displayed again as a reminder:
- The currency for the price list type
- The application period
- The pricing system (inclusive or exclusive of tax)
Creating a price list for each item category
Back Office: Purchases - Items price lists - Item category price lists
This functionality is used to create a price list for each item category. The principle is the same as for item price lists, but instead of selecting an item to apply the price list to,
an item category must be selected.
Note that item categories are configured in the Settings module - Items - Price list category.
Each item can be associated with a category in the "Pricing" tab of the item record.
Updating price lists
Back Office: Purchases - Item price lists - Update item price lists
This functionality is used to update one price list using another.
Select the items whose price list must be updated. Click the [Update] button to display the wizard.
The screen of this wizard is divided into two. The left pane is used to specify the settings of the original price list. The right pane is used to specify the settings of the price list
to be updated.
1. Specify the settings of the original price list:
- The initial price list.
- The price list type and application period that will be used for calculating the new price list. You can only select this if a "Price list" price was selected.
- The store used to determine the base price for calculating the updated price list. This selection will only be possible if a “price list” or “purchase price per store” type price
has been selected.
2. Specify the settings of the updated price list:
- The price list type and application period for the updated price list.
- The multiplier that is applied to the base price in order to obtain the item price for the updated price list. This coefficient is only available if the original price list was not
manually entered (field will be grayed out) and was not a price list expressed in percentage (field will become a "Discount percentage" field).
- The rounding method applied to the price list calculation.
- The price to be applied (all selected items will have the same price.) This setting is only available if the original price is an entered price.
- The non-modifiable option, "Generating price lists from generic item", indicates that the price list is calculated for a generic item. This option is grayed out.
- The "Generating price lists at dimension level" option indicates that the price list is calculated for each dimension in dimensioned items.
Once you have specified these settings, a summary of your settings will appear at the bottom of the screen.
3. Click the [Next] button to select the stores you want to update.
If "All stores" was selected in the previous step, the price list will be applicable to all stores whose purchase price list corresponds to the updated price list type. However, if a
price list specific to the store exists for this price list, this price list will be applied rather than the “All stores” price list.
4. Click the [Next] button to display the next window.
5. Click the [End] button to update the price list.
Retail Purchase Price List Management
Query, edit and analyze price lists
Querying items without a price list
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Back Office : Purchases - Item price lists - Query items without price list
This functionality is used to display the list of items without a price list.
You can print this list.
Editing item price lists
Back Office: Purchases - Item price lists - Edit item price lists
This functionality is used to edit the list of items with a price list. You can print using multiple criteria in the "Criteria" and "Addition" tabs, e.g. with or without inventory,
suppliers, etc.
Advanced dashboard
Back Office: Inventory - Query - Advanced dashboard
You can display purchase price lists and sales price lists in the dashboard. The "Pricing" tab is used to select the type of price list you want to view. The selected price list will
depend on user restrictions applicable to price lists.
If you generate an advanced dashboard grouped by item (i.e. item dimension options not selected), the price list for the generic item will be retrieved. In terms of dimensions,
any deviating price lists will be ignored.
Attention!
The processing time required will depend on the number of items returned in the dashboard.
Close, delete and purge price lists
Closing price lists
Back Office: Purchases - Item price lists - Close price lists
Before you can delete a price list, you must close it. This functionality is used to close and disable price lists before deleting them.
Deleting price lists
Back Office: Purchases - Item price lists - Delete price lists
This command deletes price lists that have been closed.
Purging price lists
Back Office: Administration - Purge/Archive - Purge item price lists
This functionality is used to purge price lists in Yourcegid Retail. It processes purchase price lists and sales price lists.
A wizard enables you to enter the item codes and application periods you want to delete. You can perform a multi-selection using these two criteria.
Click the [New] button to display the wizard.
Step 1
To enable you to run an accurate purge, different criteria are displayed in the first screen of the wizard, namely criteria associated with items that are:
- Closed: You can run a purge on closed price lists only, on non-closed price lists only, or on both closed and non-closed price lists.
- Modified: Price lists that have not been modified since the date specified.
- In stock: The "Retention of price lists for items still in stock" option is selected and non-modifiable. This means that only price lists associated with items that are no longer
in stock will be processed.
- Selected: The "Item selection" field is used to restrict the purge to the items you want. By default, all items are processed. However, you can define a specific list of items
whose price lists must be purged.
Item restriction is processed as follows:
- If a generic item is selected, the price lists for the generic item and its dimensions will be deleted.
- If a dimensioned item is selected, the price lists for the selected dimension alone will be deleted. Price lists for other dimensions and generic items will be kept.
- If a single item is selected, all price lists for the item will be deleted.
Step 2
This step summarizes the previously selected criteria.
Step 3
When you validate the processing, the item price lists corresponding to the criteria as well as all related data (price list types, periods and price list definitions) will be
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physically deleted from the database.
This deletion can be run immediately or scheduled to run at a later time.
Related data will only be deleted if it is no longer associated with any price list.
Once a price list code is deleted, it will also be deleted in user restrictions on price lists.
The purge of item price lists is logged in the event log. You can also view purges in the multi-criteria screen in the purge wizard.
User restrictions on price lists are automatically applied. Users can only purge the price lists that they are authorized to access.
Pre-Allotment of Purchases by Store - Contents
Purchases made by Headquarters can arise from requirements at store level. Even if the order sent to the supplier represents the sum of these requirements, pre-allotment by
store can exist and must be kept.
Example:
A total quantity of 500 items is ordered from the supplier. This includes: 5 items for Manchester, 8 for York, 12 for London, etc.
500 items are ordered for all stores combined.
This pre-allotment can be sent to the supplier so that items can be delivered directly to each store.
Preliminary Settings
Company settings
Visa management
Access rights
Entering and tracking a purchase order proposal
Entering a purchase order proposal
Tracking a purchase order proposal
Generating allotments by store
During data entry of the purchase order proposal
After data entry of the purchase order proposal
Using the "Replenishment and distribution" command
Settings for Pre-Allotment of Purchases by Store
Defining company settings
Back Office: Administration - Company - Company settings - Commercial Management
Click here to see the fields to be specified in the "Pre-allotment by store" pane.
Enabling visa management
Back Office: Settings - Documents - Documents/Type
This setting is used to approve a purchase order proposal by checking the amount planned for each store. If a store is below the required amount, the whole purchase proposal
will require approval.
Select the "DEF" document type (purchase order proposal) and select the "General" tab. Tick the "Visa" option to enable visa management for this document type.
If the "Visa" option is selected and the "Visa by store if pre-allotment" setting is:
- Not selected: The purchase order proposal will require approval if the overall amount of the document falls within the specified range.
- Selected: The purchase order proposal will require approval if the pre-allotment for one or more stores falls within the specified range.
This setting can also be configured in the customer or supplier record in the "Exception on document management" menu.
Managing access rights
Back-Office: Administration - Users and access - Access right management
Menu 101 – Purchases
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To grant access to the pre-allotment menu accessed via Purchases - Generation, select Generation - Pre-allotment by store.
Menu 113 - Follow up actions - Purchases - Generation of purchases - Generation of pre-allotment
Follow-up enables you to trace various operations and manipulations related to the generation of pre-allotment performed by employees. These actions can be viewed in the
event log.
Entering and Tracking a Purchase Order Proposal
Entering a Purchase Order Proposal
Back Office: Purchases - Enter - Purchase order proposal
The pre-allotment of purchases is managed for purchase order proposals only (DEF). It enables you to enter a document specific to a facility that includes the requirements of
all stores. Each purchase order proposal is then broken down into separate purchase orders or delivery notices, with one document per store.
With non-consigned items
A pre-allotment can be entered in each line of a document for single items or dimensioned items (not generic ones).
Once you have entered the item, click the [Additional actions] button and select the "Pre-allotment by store" option.
Warning: If it is a dimensioned item, position the cursor on the required size before clicking this button.
The pre-allotment window enables you to enter different quantities for each store.
You can also enter data for groups of stores using one of the criteria proposed in the "Grouping" field.
The "Quantity" field is used to specify the quantity you want.
The button located between the two tables enables you to add grouping details so that you can define specific characteristics for each store in the group.
Once the line has been validated, allotments are saved by store so that a fixed pre-allotment amount can be defined for each store.
When you validate the pre-allotment window, the purchase order proposal will appear again.
Each line in the pre-allotment will be identified by a blue icon.
With consigned items
To enable data entry in a consigned purchase order proposal and generate the pre-allotment, the following rules are applied:
- If the first item in the document is a consigned item and the first warehouse selected in the pre-allotment window is a consigned warehouse, then the document will be a
consigned document.
- In this case, the pre-allotment window will display consigned warehouses only.
- Non-consigned items cannot be entered in the purchase order proposal.
- Generated documents will also be consigned.
Tracking a purchase order proposal
Modify a purchase order proposal
Back Office: Purchases - Modification - Purchase order proposal
You can modify a purchase order proposal as long as it has not been generated.
Duplicate a purchase order proposal
Back Office: Purchases - Duplication - Purchase order proposal
The duplication of a document with pre-allotment also duplicates the pre-allotment of the original document.
Purge a purchase order proposal
Back Office: Purchases - Processing - Purge purchase proposals
Obsolete purchase order proposals can be deleted using the "Purge" functionality.
View the dashboard
Back Office: Purchases - Analysis - Dashboard
The dashboard enables you to work on all of the lines entered in the purchase order proposal and displays the allotment stores.
Generating Allotments by Store
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During data entry of the purchase order proposal
Back Office: Purchases - Enter - Purchase order proposal
When you are in the process of validating the purchase proposal, a message will appear asking you to generate the allotment by store.
- If you accept, you should select the type of document to generate, e.g. purchase order, delivery notice or purchase order proposal. Once this is selected, documents will be
generated for each store.
- If you refuse, you can generate the allotment at a later time. See the next section.
After data entry of the purchase order proposal
Back Office: Purchases - Generation - Pre-allotment by store
This functionality enables you to generate the allotment by store at a later time. You can therefore make the required modifications or checks before the final allotment. You
can modify the purchase order proposal in the "Purchases" module by selecting Modification - Purchase order proposal.
Purchase proposal approval
Back Office: Purchases - Processing - Approval for documents
At this stage and depending on the settings defined, the purchase order proposal may require approval. If this is the case, the purchase order proposal must be approved before
purchase orders or delivery notices can be generated.
Purchase orders or delivery notices may also require approval. See Enabling visa management.
Using the "Replenishment and distribution" command
Back Office: Inventory - Store replenishment - Replenishment and distribution
Replenishment calculates the requirements for each store and generates a purchase order proposal with pre-allotment by store.
1. Open a replenishment record of type “purchase document”.
2. Click the [Processing] button and select the "Generation of purchase documents" option.
The "Generation of purchases" window will appear.
3. In the "Generation" section, select the "Y2" option and select "Purchase order proposal".
4. Select the "Pre-allotment" option to generate a purchase order proposal with a pre-allotment by store. Validate.
See the Replenishment topic to find out more about the various options of the menu.
Setup and Exchanges with Suppliers
This topic lists the various means offered by Yourcegid Retail Y2 to ease exchanges with suppliers: mails, export of documents, visa, etc.
Required settings
Configuring the emailing method
Back Office: Administration - Company - Company settings
The settings required for sending e-mails must be specified via Commercial management/Emailing.
Configuring the emailing method according to the document type
Back Office: Settings - Documents - Documents - Types
Select a document type of your choice and go to the Layout tab. The "Sending documents" section allows you to define how documents are sent according to the document
type chosen. The sending method includes issues such as the export type, file format, etc. Note that the ASCII export formats available here are the same as those available in
the module used for exporting purchase documents.
Configuring the supplier record
Back Office: Basic data - Suppliers - Suppliers
You may define two options in the supplier record:
- Configure automatic emailing of documents per supplier: The "Send document automatically" option in the General tab of the supplier record allows you to specify that
documents for this supplier are sent automatically. However, a document that is awaiting approval cannot be sent automatically. The sending process is not triggered until the
document in question has been approved.
- Configure for each supplier how documents are sent according to their type: Click the [Complementary data] button in the supplier record to open the Exception on
document management screen. The Layout tab allows you to configure for each supplier, how documents will be sent according to their type (purchase order, purchase
proposal, etc.) as selected in the General tab on the same screen.
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Access rights management
Back Office: Administration - Users and access - Access right management
Purchases (101) menu
Section "Processing - approval for documents" authorizes the relevant user group to manage document approvals.
Section "Modification - Batch modification" authorizes the relevant user group to make batch changes to purchase documents.
Impacted commands
The commands listed below take into account the settings for sending mails or documents to suppliers as they are executed. Based on the settings defined in the document
type an e-mail will be sent or a file (PDF or export) will be created automatically when the document is generated or validated.
- Sales module - Generation menu: Invoice sales and Invoice transfers
- Sales module - Retail sales menu: Customer orders/Processing
- Purchases module - Generation menu Replenishment for customer orders/Replenishment suggestion
- Inventory module - Store replenishment menu Replenishment and distribution
Batch modification of purchase documents
Back Office: Purchases - Modification - Batch modification
This feature allows you to modify very quickly several documents for which a correction or an update must be done. Information that may be changed is relating to exchanges
and is listed hereafter:
- Mailing associated with document: This allows a mailing to be allocated retroactively, or de-allocated.
- E-mail sending status: No sending/Pending/Sent/Changed to send again
- Exported document: Export pending/Exported/Changed to re-export
- Acknowledgment of receipt: No control/Received/Not received
- Document exported: Export pending/Export in progress/Exported/Changed to re-export.
The process is as follows:
- enables the update of documents, one by one.
- enables the update of all the documents selected.
Cost Price Management - Contents
Cost price management enables you to work on purchase prices for each item having additional costs added, such as: inventory costs, transportation, quality control, year-end
discounts, advertising, etc.
General settings
Module serialization
Company settings
Document settings
Store settings
Item settings
Access rights
Cost management
Determining costs
Determining cost groups
Cost price calculation
Updating inventory prices
Updating item record prices
Querying cost prices
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Updating cost prices
Use of coefficient
Use of cost groups
By import
Cost Price Management
Serializing the module
Back Office: Administration - Company - Serialization/Activation of modules
If the Cost price module (module P30431) is not activated, cost price management will be limited to the use of the item record ex-tax cost price. In addition, the following
functions will be grayed out or hidden:
- The “Cost price calculation from cost groups” company setting is inactive.
- The “Cost price management” company setting will be limited to the use of the item record ex-tax cost price (no manual or automatic cost price.)
- Information relating to cost prices will be hidden in the Pricing tab of the item record.
- The “Cost price profile” option will be hidden in the store record.
- Information relating to cost prices will be hidden in the subsidiary record.
- Menus relating to cost groups will be hidden.
Company settings
Back Office: Administration - Company - Company settings
Go to Commercial management/Inventory and populate the Cost price section.
Document settings
Back Office: Settings - Documents - Documents/Types
Open the Valuation tab and populate the Folder cost price field.
Store settings
Each store may generate management of various costs. A related setting enables you to associate profiles to each store.
Creating profiles
Back Office: Settings - Stores - Cost price profiles
This command enables you to create cost price profiles that will then be assigned to stores.
Assigning profiles
Back Office: Basic data - Stores - Stores
Assigning a profile to a store is done in the Additions tab in each store record.
Item settings
Likewise, a setting enables you to associate a profile to each item.
Creating profiles
Back Office: Settings - Items- Cost price profiles
This option enables you to create cost price profiles that will then be assigned to items.
Assigning profiles
Back Office: Basic data - Items - Items
Assigning a profile to an item is done in the Additions tab in each item record.
Access rights
Back Office: Administration - Users and access - Access right management
Menu Concepts (26)
Commercial management - Items
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Depending on the rights granted, these concepts allow you to limit the purchase price and cost price displays in the Pricing tab located in the Item record:
- Display cost prices: Enables you to query cost prices, but not purchase prices.
- Display purchase prices: Enables you to query purchase prices, but not cost prices.
Throughout the various multiple search criteria screens, the data relative to purchase prices and cost prices will not necessarily be visible, depending on concept settings.
By activating the following concepts, the latest purchase and cost prices may be changed in the item record:
- Modification of LPPs
- Modification of LCPs
Commercial management - Inventory
By activating these concepts, the latest item and inventory purchase and cost prices may be changed:
- Modification of LPPs
- Modification of LCPs
Menu Settings (105)
Stores - Cost price profiles
This menu enables you to authorize cost price profile management in store settings.
Items - Cost price profiles
This menu enables you to authorize cost price profile management for item settings.
Management - Cost price
This menu enables you to authorize access to the following menus in Settings - Management - Cost price
- Cost
- Cost groups
Cost Management
Back Office: Settings - Management - Cost price
Attention! Cost management is available only if the Cost Price module (module P30431) has been serialized.
Determining costs
Back Office: Settings - Management - Cost price/Cost
This command enables you to determine costs and receipts. There are 2 types of cost:
- Percentage of the base price (purchase price - line discount, business discount and invoice total discount deducted): the percentage is applied to purchase prices in order to
calculate cost prices.
- Fixed amount per quantity: Added to purchase prices to calculate cost prices.
It is possible to enter negative cost prices, e.g. end of year discounts/rebates.
Determining cost groups
Back Office: Settings - Management - Cost price/Cost group
Cost groups must be set for store and item profiles. Several costs may be assigned to each of the cost groups.
Cost groups are also determined by combining store profiles and item group criteria.
Fields
Description
Grouping
The following information may affect cost groups:
- Item record user-defined tables (15)
- Item record categories (8)
- User-defined item statistics (2)
- Collection
- Main supplier
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Special instructions for Korea
Determining costs
In Korea, a Special Consumption Tax is levied on certain items. This tax may be refunded, according to case (and affects only tax inclusive selling prices) and integrated into
item cost prices. When determining costs, there are options which enable you to take new calculation bases and application levels into account.
Determining cost groups
The Rank field enables you to determine the order of application for costs.
Cost Price Calculation
The cost price calculation formula is as follows:
- P1 = Purchase price used on line = Purchase price -- Discount on invoice total -- Business Discount
- Cost price = [(Quantity x P1 + cost percent) + (Quantity x Amount by quantity)] / Quantity
Updating inventory prices
Back Office: Settings - Documents - Documents/Types
The “Proposed price” field available in the Valuation tab enables you to update prices.
According to the configuration, the LCP (Last Cost Price) and WACP (Weighted Average Cost Price) for the inventory will be updated for stores that have a cost price
calculation profile.
Updating item record prices
Back Office: Administration - Company - Company settings
The “Updating the purchase and the cost prices in the item record” option (Commercial management/Items) enables you to transfer the LPP/LCP to the item record. WACP
prices will be transferred to the item record if the same company setting is enabled, and if the item has been entered in the store for prices contained in the item record (see
Document types).
Remember that WAPP prices will be transferred to the item record if the same company setting is enabled and if the item has been entered into the default store.
Note:
- LPP and WAPP are affected by purchase prices. Only the line discount is deducted.
- LCP and WACP are affected by purchase prices, line discounts, discounts on invoice totals and discounts are deducted (shipping and expenses are taken into account
according to settings.
Querying cost prices
Cost prices are available in the following commands:
- Sales/purchases and inventory cubes
- Dashboards for sales/purchases/internal movements and advanced dashboards
- Item availability
Updating Cost Prices with a Wizard
Back Office: Inventory - Processing - Cost price update/Cost price calculation
This section describes cost price updates using a wizard. However, you may manually change the LPP and LCP by enabling certain access rights in the Concepts menu (26).
The wizard enables you to update various cost prices (cost price, last cost price and average weighted cost price) in item and inventory records, using purchase prices found in
item and inventory records (purchase price, last purchase price and average weighted purchase price).
Click this button to open the update wizard. The first step consists of selecting the relevant items and stores.
- Price list category
- Customs bill of materials
- Cost price profile
Values are selected from a multiple selection of multi-combinations. Note that the
“Customs reference” criterion does not propose a selection. Criteria must be entered
in the appropriate field, separated by a semi-colon [ ; ]. Example:
“62623654;62623655;62623656”
Priority/Rank
Enables you to specify the rule used when an item meets several grouping criteria
(priority 1 is the highest).
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The following steps will depend on the calculation method chosen:
- Use of a coefficient
- Use of cost groups
Update by applying a coefficient
Step 1: Select stores to update
This step enables you select the items and stores to be updated. After selecting the “Applying coefficient” calculation method, click the [Next] button.
Step 2: Select prices to update
Item record
Check the cost price to be updated in the item record (Tax exclusive CP, LCP, WACP (cost price exclusive of tax, last cost price, weighted average cost price). The formula to
be applied is as follows: CP = PP (purchase price) * coefficient
Attention!
When the cost price in the item record is updated using a purchase price from the item record, the cost price for the items selected in Step 1 will be updated independently of
the stores selected in Step 1. However, when the cost price in the item record is updated using a purchase price from the inventory record, the cost price for the items selected
in step 1 will be updated for the stores selected in Step 1, with 2 options:
- Warehouse by warehouse: The cost price in the item record will be updated using the inventory purchase price from the main warehouse of the store of reference in company
settings (Administration - Company - Company settings - Commercial management/Inventory [Cost price section].)
- From a warehouse to be selected: The cost price in the item record will be updated from the inventory purchase price of the selected warehouse.
Inventory record
Check the cost price to be updated in the inventory record (cost price, average weighted cost price, user-defined value 1, user-defined value 2). Then select the price from the
one updated, as well as the coefficient. The formula to be applied is as follows: CP = PP (purchase price) * coefficient
Attention!
When the cost price in the inventory record is updated using a purchase price from the item record, the cost price in the inventory records for the items selected in Step 1 will
be updated for all stores selected in Step 1. However, when the cost price in the inventory record is updated using a purchase price from the inventory record, the cost price for
the items selected in step 1 will be updated for the stores selected in Step 1, with 2 options:
- Warehouse by warehouse: Warehouse cost prices in inventory records for each store selected in Step 1 will be updated using the inventory purchase price for each of the
warehouses. For example: The cost price in the inventory record for the STOCKROOM warehouse for the LYON store will be updated using the purchase price in the
inventory record for the STOCKROOM warehouse for the LYON store. Likewise, the cost price in the inventory record for the WINDOW warehouse for the LYON store
will be updated using the purchase price in the inventory record for the WINDOW warehouse for the LYON store.
- From a selected warehouse: Warehouse cost prices in inventory records for each store selected in Step 1 will be updated using the inventory purchase price in inventory
records the selected warehouse. For example: The cost price in the inventory record for warehouses 1 and 2 for the LYON store will be updated using the purchase price from
the inventory record for the GRENELLE STOCKROOM warehouse.
Step 3: Start process and report
The [Save] button will save settings before processing is started.
The [Schedule] button enables you to program jobs as scheduled tasks.
The [Calculate] button will start processing according to the configuration done in previous steps.
Update by using cost groups
Step 1: Select items and stores to update
This step enables you select the items and stores to be updated. After selecting the “Use of cost groups” calculation method, click the [Next] button.
Step 2: Select documents to take into account
The [Check] button displays the list of items selected in Step 1, which were not present in the documents selected in Step 2 (consistency control).
The [Save] button will save the list of items to a text file.
Then press the [Next] button.
Step 3: Select prices to update
Same as Step 2 in the preceding method.
Step 4: Start process and report
Same as Step 3 in the preceding method.
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Query cost prices calculated after update
Back Office: Inventory - Processing - Cost price update/Query calculated prices
This option enables you to query cost prices calculated after update.
Updating Cost Prices by Import
Depending on the activity managed, cost prices may be supplied upstream of Yourcegid Retail Y2. One option enables you to update inventory cost prices using imported cost
prices, when importing documents. The new cost price, expressed in the store currency, will be saved in document line tables.
Implementation
Data exchanges - Data recovery - Settings/Recovery formats
The CAPM document import format enables you to specify new cost prices.
- $$_PRHTUNITAIRE: Unit tax exclusive cost price
- $$_DEVISEPRHT: Tax exclusive CP currency
The ex-tax cost price currency may be set in the format of the file. It is optional. Failing that, the ex-tax cost price for the imported file will be expressed in the document
currency. In any case, the line ex-tax cost price (GL_PRHT) is expressed in the store currency. The ex-tax cost price currency for the import file will not be saved in the
document.
If the fields are present in the import format and are filled in, they will serve to update document line cost prices (searchable information in multiple search criteria of
document lines or in line additions from a document).
This information is used to update inventory LCPs / WACPs that may be queried in Inventory - Query - Item availability, Inventory record, for example.
Generating documents with LCP or WACP management
When generating a document, if the document ex-tax cost price has been entered, it will be used to update the inventory LCPs and WACPs.
Litigation Management - Contents
When dealing with purchases from suppliers, it is important to check what was sent by the supplier, and what was received by the stores. The litigation management
functionality enables you to assign a status to a line whenever a discrepancy is noted, such as in the following cases:
- The actual price is different from the original price.
- The quantity received is different from the planned delivery.
These statuses are updated, automatically by the data imports, and manually when generating documents.
Litigation can also be managed and monitored for transfer documents and trade sales documents.
The "Purchasing Invoice Matching" module (P30459) must be serialized in Administration - Company - Serialization.
Litigation settings
Define company settings
Define litigation documents
Define settlement reasons
Configure litigations for data imports
Manage access rights
Managing purchase document litigations
Declare a litigation in document data entry
Manage litigations in data imports
View the list of litigations
Process existing litigations
Modify a document with litigations
Generate a document with litigations
Reconcile invoices with litigations
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Generate a request for a financial credit note
Managing litigations for sales and transfer documents
Litigations in trade sales
Litigations in transfers
Automatic litigations
Create a document
Generate a document
Modify a document
Litigation Settings
Define company settings
Back Office: Administration - Company - Company settings
Options
To define the settings for litigations, go to Commercial management/Document - Entry, and populate the settings as described here.
Post litigation documents
The setup for posting litigation documents must be performed as follows:
- Prevent the posting of litigation documents: Go to Commercial management - Account posting and select the "Litigation accounting" company setting.
- Configure the accounts. See Define settlement reasons.
The accounting closure process for inventory includes a step for litigation folders. Documents whose litigations are earlier than the accounting closure are modified:
- The document date becomes the closing date + 1.
- The external reference date is specified with the original document date.
Define litigation documents
Back Office: Settings - Documents - Documents - Types
Go to the General tab and define the settings described in the Document Types/Litigation Management section.
Define settlement reasons
Back Office: Settings - Documents - Litigation settlement reasons
This is for creating the different reasons for litigation resolution. This is important because these reasons must be specified when a litigation is settled. For example, a
settlement reason may be a supplier error or an incorrect order.
Accounts for settlement reasons must be set up to post possible discrepancies.
Configure litigations for data imports
Back Office: Basic data - Suppliers - Suppliers
Define a tolerance percentage
To manage price discrepancies, you can define a percentage for the tolerance threshold. To do this, select the "Addition" tab in the supplier record and specify the percentage
you want in the field.
Configure the import report e-mail
You can send suppliers an e-mail containing the import report. This report lists the documents created through data import with litigation management. This report informs
suppliers whether they are required to deliver the goods. To do this, specify the supplier e-mail address in the "General" tab of the supplier record.
Click the "Addition" tab and select the "Mail report" option. Next, enter the text to be displayed in the header of the report file.
Manage access rights
Back Office: Administration - Users and access - Access right management
You can authorize access to certain actions or menus to the relevant user groups as follows:
Menu
Branch
Sub-branch
Access right/Concept
Document entry
Authorize creation and modification of
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Management of Purchase Document Litigations
Declare a litigation in document data entry
Back Office: Purchases - Enter
For an item line
When entering a new document, there are no litigations displayed in the lines or header. You can check this in the "Litigation" field in the header and item lines of the
document which should display "No litigation".
To declare a line litigation, select the relevant item line or dimension and click the [Additional actions/Line litigation] button. A new screen will appear, enabling you
to enter one or more litigations linked to the selected line.
You can also access this screen directly by double-clicking in the litigation cell for the single or dimensioned item.
If a litigation exists for a line, the document is automatically assigned a line litigation.
For the whole document
Other litigation types can also be entered in the document to indicate that there are problems not related to lines.
To do this, click the [Additional actions/Document litigation] button to display the "Document litigation" screen.
26 - Concepts
Commercial management
litigations
101 - Purchases
Query
Litigation list
Processing
Litigations
Process litigations
Reconcile invoices
Generate credit note requests
102 - Sales
Trade sales
Query
Litigation list
Modification
Process litigations
103 - Inventory
Query
Query
Transfer litigation list
Processing
Process transfer litigations
105 - Settings
Documents
Litigation settlement reasons
108 - Management
Transfers
Litigations
Query litigations on transfers
Process litigations on transfers
Receipts and returns
Process litigations
Fields
Description
Litigation reason
The litigation reason must be selected from the predefined and non-modifiable list.
The following reasons are proposed: "None", "Non-planned item", "Other", "Lower
net unit price", "Higher net unit price", "Price to confirm", "Lower quantity",
"Higher quantity".
Litigation
This field proposes the following values:
- In progress (internal processing): Action has been taken to resolve the litigation
due to an employee error.
- In progress (external processing): Action has been taken to resolve the litigation
due to a supplier error.
- No: Litigation was detected when entering or importing data.
- Yes: Action has been taken and the litigation has been settled.
Illustrative text
Used to add additional information.
Settlement reason
This field is mandatory if the litigation is processed. Once this step is completed,
the status of the line litigation changes to "Litigation processed". See Define
Settlement Reasons.
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Once all litigations in the document have been processed and the screen validated, the status of the document will change to "Litigation processed".
Impact of a litigation on a document
Once you define a litigation for a document line, the status of the line (for generic and dimensioned items or single items) and document will be "In litigation". When you
print, the document will display the following text in red, "IN LITIGATION". Depending on the cause, litigations can be settled as follows:
- Internal error: The litigation will be settled manually.
- Supplier error: The processing of litigations can be automated to generate the corresponding request for a financial credit note automatically.
Manage litigations in data imports
To manage litigations in data imports, you must first define the settings for the supplier record. See Configure Litigations for Data Imports.
Operating principle
You can enable litigation management during document import by using the "$$_GERELITIGE" field. Litigations will automatically be generated by comparing the
"$$_NATUREPIECEG" and "$$_REFINTERNE" fields in the documents to be closed.
When a document is generated as a result of a data import, litigations are automatically updated. This explains why litigation types are set by the application.
- The possible values for line litigations are as follows: "Higher quantity", "Higher net unit price", "Lower net unit price", "Non-planned item".
- The possible values for document litigations are as follows: "Line litigation", "Shipping and handling fees".
Warn suppliers about litigations detected during import
You can send suppliers an e-mail containing the import report. This report lists the documents created through data import with litigation management. This report informs
suppliers whether or not they are required to deliver the goods.
The e-mail will be structured as follows:
- E-mail subject: "Report", followed by the name of the company (defined in the company settings).
- E-mail body: Empty.
- Attached file: The report file so that it can be processed automatically. This file will contain a header line, which can be configured in the supplier record, and one line for
each integrated document (Store code + Supplier code + Document type + Doc no. (internal reference) + yes/no).
View the list of litigations
Back Office: Purchases - Query - Litigation list
This functionality enables you to check litigations, e.g. by litigation type or by status.
Process existing litigations
Back Office: Purchases - Processing - Litigations - Process litigations
Front Office: Management - Receipts and returns - Process litigations
This functionality is used to process existing litigations. To apply a status to the current litigation, select the line you want and click one of the following buttons:
- In progress (internal processing)
- In progress (external processing)
When you double-click a litigation, the litigation record will appear and you can process it immediately.
Modify a document with litigations
Back Office: Purchases - Modification
This functionality enables you to modify a document and its associated litigations. You cannot delete litigations.
Generate a document with litigations
Back Office: Purchases - Generation
When a document is generated, non-processed litigations from the previous document are carried over. However, settled litigations are not carried over to previous
Fields
Description
Litigation reason
The litigation reason must be selected from the predefined and non-modifiable list.
The following reasons are proposed: "Awaiting reconciliation", "Shipping and
handling fees", "Forced litigation", "Line litigation", "Tax excl. amount on invoice
statement" and "Tax incl. amount on invoice statement".
Processed litigation/Settlement
reason
The "Processed litigation" and "Settlement reason" fields propose the same values
as those above for the line litigation.
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documents.
Reconcile invoices with litigations
Operating principle
Suppliers send an electronic invoice once they have shipped the merchandise to the store. This invoice is imported to Yourcegid Retail Y2 as a delivery notice (ALF) and as a
financial supplier invoice (FFF). The two documents are completely identical and have the same internal reference. Once the merchandise has been received by the store, a
receipt is generated from the delivery notice. Modifications can then be made to the receipt if there is a difference between what was shipped and what was received. The
invoice reconciliation process will reconcile the financial supplier invoice with the supplier receipt in order to determine the possible litigations.
To implement this process, you must add the "$$_LITIGEATTRAPPRO" field to the import format for financial supplier invoices in order to force the "Awaiting
reconciliation" litigation reason for imported invoices.
Process invoices
Back Office: Purchases - Processing - Litigations - Reconcile invoices
This functionality enables access to the list of all financial supplier invoices for which there are litigations. You run the process to reconcile one or more invoices. In order for
the reconciliation to run correctly, the invoice must have an internal reference, and it must be possible to locate the corresponding receipt of goods with the same internal
reference. The reconciliation will delete the "Awaiting reconciliation" litigation status and will establish actual litigations applicable to the invoice. If no litigation is present,
the invoice will no longer be in litigation.
If no litigation exists for the financial invoice at the end of the invoice reconciliation, the corresponding supplier receipt becomes inactive. It can no longer be modified or
converted.
Note
This process can be run as a scheduled task and is available for purchase documents only. During invoice reconciliation, if the supplier receipt (BLF) contains lines that are
not included in the financial supplier invoice, a "Missing item" document litigation will be created. This is applicable only if the financial supplier invoice supports the
"Missing item" litigation reason or if it does not manage remainders. Documents are linked in the following way:
- In the supplier receipt, the [Next document] button displays the financial supplier invoice.
- In the financial supplier invoice, the [Previous document] button displays the supplier receipt.
Example of operating during data entry (simulation without data import):
- Create a financial supplier invoice (FFF) and a delivery notice (ALF) that are identical, with the same external reference and quantities.
- In the financial supplier invoice, specify "Awaiting reconciliation" as the document litigation type.
- Generate the supplier receipt (BLF) from the delivery notice (ALF) by modifying the quantities and prices.
- Select the financial supplier invoice in the invoice reconciliation menu and run the process.
- When you view the financial supplier invoice, you can see the following:
- The "Awaiting reconciliation" document litigation has disappeared.
- There is now a "Line litigation" document litigation.
- There are two litigations in the line, one for quantities and the other for prices.
Generate a request for a financial credit note
Back Office: Purchases - Processings - Litigations - Generation of credit note requests
This functionality enables the multiple selection of supplier invoices (financial or inventory-based invoices) where litigations whose status is "In progress (external process)"
are taken into account.
This processing enables you to generate the corresponding financial credit note requests automatically. They can be sent via data export or in a PDF by e-mail.
When you import the financial credit note from the supplier via EDI, this enables you to close the request for a financial credit note.
The management of litigations must be enabled for "Financial credit" and "Request for a financial credit" documents to ensure that the credit note corresponds to the credit
note request.
Management of Litigations for Sales and Transfer Documents
The process for trade sales documents and transfer documents is identical. However, the option available in the supplier record concerning litigation in data imports does not
exist for customers. It therefore cannot be used for trade sales imports.
Litigations in trade sales
Query litigations
Back Office: Sales - Trade sales - Query - Litigation list
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This functionality enables you to check litigations, e.g. by litigation type or by status.
Process litigations
Back Office: Sales - Trade sales - Modification - Process litigations
This functionality is used to process existing litigations. When you double-click a litigation, the litigation record will appear and you can process it immediately. To apply a
status to the current litigation, select the line you want and click one of the following buttons:
- In progress (internal processing)
- In progress (external processing)
Litigations in transfers
Query litigations
Back Office: Inventory - Query - Query/Transfer litigation list
Front Office: Management - Transfers - Litigations/Query litigations on transfers
This functionality enables you to check litigations, e.g. by litigation type or by status. You can view the list of litigations in the Back-Office and Front-Office.
Process litigations
Back Office: Inventory - Processing - Process transfers litigations
Front Office: Management - Transfers - Litigations/Process litigations on transfers
This functionality is used to process existing litigations. When you double-click a litigation, the litigation record will appear and you can process it immediately. To apply a
status to the current litigation, select the line you want and click one of the following buttons:
- In progress (internal processing)
- In progress (external processing)
Automatic Litigations
The configuration enabling the management of automatic litigations must be performed as described in the section on Automatic Litigation Settings ("Automatic creation"
option).
Create a document
When a new document is created, no litigation is created automatically because there is no existing document. However, you can create a litigation manually.
Generate a document
When a document is generated as the next document (e.g. a supplier receipt generated from a delivery notice):
- If the automatic creation is disabled, litigations must be created manually by users.
- If the automatic creation is enabled, the menu used for creating litigations in documents will not be accessible. Litigations will be generated once the document has been
validated.
Note
The automatic creation option does not affect data import which depends on the "$$_GERELITIGE" field.
When the "Litigation on lower quantity if remainder management" option is enabled, litigations on lower quantities can be created automatically or manually.
Modify a document
When modifying a document, you can access the litigation processing window at any time. Once the document has been validated, all litigations (excluding forced litigations)
that have not been processed or that are not currently being processed will be deleted. New litigations will be created automatically if required.
Register Settings - Contents
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
The register settings are used to configure the properties of one register or of all the registers of a store. The register settings are accessible in both the Back Office and the
Front Office: To configure a register, just double-click on the register of your choice. Once the record open, the various settings are available through tabs. Each of these tabs
is detailed hereafter.
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Register record
General tab
Preferences tab
Additions tab
Management tab
Discount tab
Daily operations tab
End of day tab
Cash float tab
Layout tab
Cash register receipt tab
Receipt (continued) tab
Print tab
Peripherals tab
Communications tab
Standalone mode tab
Services tab
Defining register settings
Configuring touch screen and keyboard
Displaying a Web page using e a button on the touch pad
Configuring receipt input
Configuring tax refund
Additional actions
Register Settings - General Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Identification of the register
Sales receipt
Fields
Description
Code/Title
Code of the register on 3 characters and labelling of the register
Store
Store affiliated to the register: a register is associated with only one store; but one
store may have several registers.
Warehouse
Warehouse affiliated to the register: as for the register, a warehouse is associated
with a store.
Register unavailable
If this option is checkmarked, the register cannot be used anymore. In this case, no
register operation (sales transaction, sales day opening, printing an X- receipt...)
linked to cashing will be performed.
Fields
Description
Default customer
Customer selected automatically when a sales receipt is entered, also referred to as
walk-in customer.
Enter customer
Makes the entry of the customer mandatory for each sales receipt entry. If this
option is checkmarked, additional settings will be proposed.
- Proposes default customer: the default (or walk-in) customer will be selected
automatically each time a receipt is entered.
- Enter customer by name: allows you to enter the customer's name rather than his
code. Once his name validated, the customer list appears and displays all the
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Register Settings - Preferences Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Management of salespeople/cashiers
customers with the same name as the one initially entered
- Simplified customer record: gives the user the opportunity to keep the essential
customer information (contact information, information.) The non simplified
version displays additions and information about conditions and payments. The
simplified record is available only in Front Office.
Assign last receipt to a customer
If the receipt is assigned to the default customer, a warning message asks the user,
after the validation of the payment method, whether the receipt must be assigned to
a specific customer.
Customer threshold mandatory
Is used to enter an amount beyond which the entry of a customer is mandatory. As
soon as an amount is entered, the following setting is enabled:
- Invoice if threshold exceeded: if the customer threshold is superior to 0, it is
possible to ask for an invoice in the case where the threshold is exceeded.
Invoice if customer is a company
If the customer is defined as a company in the customer record, an invoice is
printed if this customer makes a purchase.
Pre-positioning on grid
If the "Proposes default customer" option is disabled, this setting is disabled too.
Thus, upon sales receipt entry, the cursor automatically positions on the Customer
field to enter his name without making this identification mandatory.
Empty line allowed
The user can enter items into the grid within any line. Otherwise, the user can
populate only the next line.
Automatic line transition
Once the item entered, the cursor goes automatically to the next line.
Break before next receipt
After every sale, a message displays that must be validated before another sales
receipt can be entered.
Proposes linked items
In the case where an item is linked to another, a message will propose this item for
sale.
Validate the printing of checks
If a sale is paid by check, after the check is printed, a new window must be
validated to perform the registration of the receipt.
Force the keyboard in caps lock
Letters entered are automatically in upper case. If this option is enabled, a conflict
may arise when a barcode is entered with a handheld scanner. It is then
recommended not to force the keyboard in caps lock.
Display base price
Allows the display of the base price in the sales receipt entry for each line. First of
all, the GL_PUTTCBASE or GL_PUHTBAS fields must have been added to the
input list (go to module Settings, menu Documents, command Input lists.)
Selling price
Selection of the selling price type used for sales receipt entry: Customer invoiced,
Invoiced exclusive of tax, Invoiced inclusive of tax.
Zero price control
Performs a control if the item is priced at EUR 0. The following controls are
proposed: No control, Control and message, Control and blocking message.
Fields
Description
Recover salesperson
Select the method used to assign the salesperson/cashier to the receipt:
- No recovery: the header mentions no salesperson, no cashier. The user must
specify them for each new receipt.
- From the register: the salesperson/cashier allocated to the register is used. It is the
staff member specified in the "Default cashier" field.
- From the customer: the salesperson is associated with the customer record (tab
Additions.)
- From the previous sales receipt: the salesperson/cashier who made the previous
sales is kept.
- User code: salesperson/cashier who authenticates on the software. The user who
authenticates must have a salesperson profile (defined in the Employee record.)
A salesperson/cashier may be assigned to every item line.
- Recovery 1st line: concerns the salesperson/cashier of the first line in the grid.
- From the register: the salesperson/cashier allocated to the register is used.
The salesperson/cashier of the register is defined in the he "Default cashier"
field.
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Payment methods
Financing plans
Display amounts in foreign currency
Running condition
Receipt line entry
- From the customer: salesperson assigned to the customer. A salesperson
can be assigned in the customer's record in the General tab, in section
Communications.
- From the document header: salesperson/cashier assigned to the receipt.
- From the previous receipt: salesperson/cashier who was assigned to the
previous receipt.
- User code: salesperson/cashier who authenticates on the software. The user
who authenticates must have a salesperson profile. The salesperson must
have an affiliated account: therefore, go to Settings - Registers - Store staff
and then to field User. This can also be defined in the Back Office via Basic
Data - Store staff - Store staff.
- Recover next: concerns the salesperson/cashier for the lines to follow.
- From the document header: salesperson/cashier assigned to the receipt.
- From 1st line: salesperson/cashier assigned to the first line.
- From previous line: salesperson/cashier assigned to the previous line.
- 1st salesperson rule: salesperson/cashier who made the first sale of the day.
Only salespeople that have
clocked in on the touch pad
Upon sales receipt entry, when the dynamic touch pad of the salespeople displays,
the number of salespeople can be limited to the salespeople present in the store. If
this option is checkmarked, the touch pad will only display the salespeople who
effectively clocked in.
Mandatory entry
Specifies that the entry of a salesperson, or cashier is mandatory when entering a
sales receipt.
Default salesperson
Selection of the salesperson/cashier automatically assigned to each receipt.
Fields
Description
Authorized methods of payment
Payment methods accepted at cashing. Payment methods can be created and
modified in the Back Office in module Settings, menu Management, command
Payment methods.
Change
Payment method used to give back change for a paid amount
Exchange difference
Specifies the payment method used to manage exchange differences. Is used for
accounting entries to manage the differences linked to exchange rate fluctuations.
Return of receipts
Specifies the payment method used to manage item returns. Generally it is a credit
note.
Link for payments
For payment methods that require to be traced (credit note recovery, collection of
deposits, etc.) the application will search for the linked original document and the
associated customer.
Fields
Description
Management of financing plans
This option is checkmarked if you want to manage installment payments. These
payments must be configured first in the Back Office via module Settings, menu
Management, menu item Financing plans
Fields
Description
Displayed currencies
Select the currencies in which prices can be displayed upon sales receipt entry.
Prices in these currencies can then be viewed when a sales receipt is entered via the
Additional actions button, option "Prices in foreign currency."
Highlight rates entered for more
than
This setting allows the user to highlight the exchange rates that have been entered
for more than X days (X is comprised between 0 and 9999 days). The conversion
takes into account the currency rate of the incoming payment, defined as follows:
- Stock exchange of store
- Default rate type for payments (defined in the Company settings)
Fields
Description
Mono session
There is only one Front Office open on the register. This mode secures the register
operations and prevents possible errors occurring when two screens are displayed.
Management linked to
If this option is checkmarked, management operations (such as the entry of a
transfer or an inventory movement) will be possible only if the register is already
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Receipt on hold
Sale for delivery
Airport
Register Settings - Additions Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Maximum values
Management of sales to deliver/pick up
encashment
open. As long as the register is closed, no management operation can be carried out.
Fields
Description
Receipt on hold
This option enables the user to put a receipt on hold to carry out other operations.
For example, a customer may ask for another item whereas the receipt is being
entered. The receipt may be completed and finalized later. Several options are
available:
- Automatic pending: the receipt is transferred on hold to another register where this
option is not checkmarked. This way, it is possible to dedicate a register to the entry
of a sales receipt and another to cashing.
- Printing receipt on hold: allows the printing of a temporary receipt. It can be used
to identify the receipt for cashing.
- Search with identifier: enables the user to search for a receipt on hold by the
means of its number. The number is displayed on the printed receipt.
- Put on hold without confirmation: when a cashier gives up a receipt, the latter is
automatically put on hold without informing the cashier.
- Propose the customer's receipts: once the customer identified for a sale, and if
there are pending receipts for this customer, a message will prompt the cashier to
integrate these receipts with the current one.
- Number of history days: number of days during which pending receipts are kept.
A value of 365 days keeps the pending receipts in the database for 1 year.
Fields
Description
Customer required
The customer different of the default one has to be specified.
Save address if sale to deliver
Stores the address of a third-party for sales to deliver. The operation of this setting
is subjects to the settings defined for the document type FFO (see ”Address
management” in the Third-party tab.) If this setting is ticked for the FFO document
type, and if the “Save address if sale to deliver” setting is:
- Ticked: the customer’s address is saved if the sales receipts matches a sale to
deliver (this type of sale cannot be delivered to a fictitious third-party.)
- Not ticked: the address is saved if the receipt is linked to a non fictitious third-
party, or if the cashier entered an address for the receipt. Otherwise, no address is
saved.
Fields
Description
Boarding pass reader
Specifies if the register is equipped with a boarding pass reader.
Customer is mandatory if no
boarding pass
If this option is checkmarked and the boarding pass is not scanned, the
identification of the customer is mandatory when entering a sales receipt.
Fields
Description
Quantities and percentages
Specify the maximum number of items authorized per line.
Unit prices and amounts
Specify the maximum net unit price authorized per line.
Fields
Description
Select the type of sales you want to manage:
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Register Settings - Management Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Return of merchandises
Click here for further information about return settings.
Management of sales
- To pick up from stock: the item is available in stock and put aside to be picked up
later by the customer.
- To deliver from stock: the item is available in stock and put aside to be delivered
to the customers, or it will be sent from another warehouse if the item is not
available in the store.
- To pick up on order: the item is not available in stock and requires the creation of
a purchase order and a customer order. The customer will pick up the item in the
store as soon as the store receives the order.
- To deliver on order: the item is not available in stock and requires the creation of a
purchase order and a customer order. The item will be delivered to the customer as
soon the order is received.
Default pick-up
Select the sales type used by default for the register.
Fields
Description
Check returns of merchandises
Enables the register to make returns of sold items. If this option is:
- ticked, the returns will be controlled based various criteria.
- not ticked, returns will made on the register without any control.
Recover customer of the return
Allows the user to recover the customer of the original receipt when recording a
return line. If the receipt where the return line is recorded is already assigned to a
customer, the salesperson is prompted to confirm.
Remainder management on
returns
When an item is returned, in the case of a single item sale, the current operating is
kept; the sales line of the original receipt is found in order to recover the
corresponding line information. In the case where the quantity in the original line is
superior to 1, the screen that displays allows the entry of the quantity to return. A
control is performed to prevent the entry of quantity superior to the quantity still to
return (refer to Remainder Management on Returns).
Return receipt numbering
This option is used to specify whether return receipts have to be numbered
differently from sales receipts. In this case, the internal reference of the receipt is
calculated via a counter dedicated to the return receipts.
Just remind:The internal reference is made of the cash register number, the period
identifier (day, month, year, closure number), the receipt type, and a chronological
period number.
Receipts types are as follows:
0 - Receipt on hold
1 - Sales receipt
2 - Cash flow receipt
3 - Invoice
4 - Return receipt
Code "4" of the internal reference is used to differentiate return receipts from other
types of receipts. The reinitialization rule for the receipts counter also applies to
return receipts. If the cashier requests to consider the return receipt as an invoice;
the counter used in this case will be the counter of the return receipts and not the
counter of the invoices. The allocation of the internal reference in standalone mode
takes these rules into account.
Checking reimbursement card
This setting is used to control that the bank card to which will be credited the
reimbursement of the returned item is the card used to pay the original sale.
- If the card was used to pay partially or totally the original sale, the reimbursement
on this card is accepted. If several items from different sales receipts are returned at
the same time, the bank card will be accepted if it was used to pay at least one of
these receipts.
- If the card was not used with the original receipt, an error message warns the
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Cancel receipt
Customer addresses
The address type must be defined first in the Back Office module Settings, menu Customers, command Address types.
Fiscal references
These fields are mainly used in Ecuador to enter a code that can be included in the fiscal references of the documents.
cashier, and the validation process of the receipt is interrupted to allow the cashier
to change the refund method for the return.
This operating mode is associated with an access right "Refund a card different
from that used for the sale." Some cashiers may have the right to override the
prohibition, for example if the customer received a new card upon expiry of the old
one.
Recover salesperson from
original receipt
This option is used to recover or not the salesperson from the original sale in the
case of a return with control,At the cash register. The salesperson must be specified
again by the operator who enters the return. Depending on the activation of this
option, the salesperson assigned to the return may be the person who initially sold
the item or the operator who enters the return.
Accept return - time period
Period (in days) beyond which a return is no longer possible. This period starts
when the receipt is created. If the value is 0, there is no limit of time for the return.
Default discount
Return reason associated by default with the return of an item: defect, purchase
error, etc.
Barcode search
Items of a receipt can be found quickly, if the barcode of the internal reference of
the receipt is scanned. To take fully advantage of the feature, the internal reference
must be printed as a barcode on the sales receipts.
Two choices are proposed:
- Search by Internal reference barcode: when the cashier makes a return, a screen
displays where he can scan the internal reference of the receipt. Once the internal
reference of the receipt entered, the multiple selection criteria for the returned line
are displayed with the lines of the corresponding receipt.
- Search by Internal reference barcode and item reference: when the cashier makes
a return, a screen displays where he can scan the internal reference of the receipt
and the barcode of the item. Once the internal reference of the receipt and the
barcode of the item entered, the multiple selection criteria for the returned line are
displayed with the line of the receipt corresponding to the references entered.
Management rule for returns
This option is used to define how item returns are managed with the following
choices:
- On sales receipt: in a same receipt, the cashier can enter sales and returns of items.
The total of the receipt may be either positive or negative.
- Only on return receipt: the receipt can include either sales lines (this is a sales
receipt), or return lines (in this case you will have a "return receipt".) The exchange
of an item will trigger the entry of a return receipt and then a sales receipt.
- On sales receipt if total is positive: the cashier can enter on the same receipt, sales
and returns if the condition that the total of the receipt is positive. The receipt
created is then a "sales receipt". If the total of the receipt is negative or null when
the lines of the receipt are validated, an error message warns the cashier, and the
validation process is interrupted. The cashier must then delete the returns to record
the sales receipt. Then, he must enter the returns on a return receipt. This operating
mode also applies when a receipt is entered in standalone mode.
- On sale if total is positive or null: is used to record an item return in a sales receipt
with the condition the subtotal remains positive or null. This rule can be enabled for
a register connected to a tax printer that imposes this constraint.
If there are no settings specified, the search is carried out using the sales multi-
criteria selection screen.
Fields
Description
Cancel cash receipts
Authorize the cancellation of receipts paid in cash
Time to cancel receipt
Period (in days) beyond which a receipt cannot be cancelled. This period starts
when the receipt is created. If the value is 0, there is no limit of time for the
cancellation.
Fields
Description
Store identifier
This field (GPK_TPEIDBTQ) stores the code of the tax printed used.
Register identifier
This field (GPK_TPEIDCAISSE) assigns an identical number to all registers of a
same store.
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Register Settings - Discount Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
This tab is used to define the commercial management on the register relating to discounts.
Discount management
Markdown reasons
Maximum authorized %
Three maximum thresholds are authorized for discounts. They are used to limit the discount amounts. There is no limit if the threshold is set to 100%. It is then possible to
apply restrictions to these thresholds by granting or denying access rights to certain user groups. For more information about this feature, see the section about Access Rights.
Detail of receipt discounts
This section is used to define the type of display you want for the recap of discounts obtained via the [Detail of discounts] at cashing.
(Refer to Final Selling Price).
Fields
Description
Enter discounts
Tick this option to activate the following options in order to authorize the
salesperson/cashier to grant discounts per item when entering a sales transaction.
- Rounded: rounding type for the discount.
- Rounding the discounted amount: the amount is rounded after the deduction of the
discount.
- Display discounts: if this option is checkmarked, two discounts columns (in
percentage and in gross value) are displayed.
- Price increase: is used to grant negative discounts and thus charge higher prices
than the original.
- Invoice total discount for discounted lines: the user may grant a line discount and
a global discount on the receipt.
Unit price of grid
Displays the unit price in the grid. The net price gives the amount after the discount.
The gross price gives the amount before the discount.
Fields
Description
Enter mark-down
Adds a field relating to the discount reason to the sales receipt entry interface.
- Authorized reasons: all reasons that may be selected. Mark-down reasons are
created in the Front Office, via module Settings, menu Registers, and command
Mark-down reasons; or in the Back Office, via module Settings, menu Front Office,
and command Mark-down reasons.
- Mark-down required: the entry of a mark-down reason is mandatory. The discount
cannot be granted as long as the reason is not specified.
- Keep line reason: in the case where several lines are discounted for different
reasons.
Field
Description
Display screen
This option proposes the following values:
- On request (default value): The [Detail of discounts] button is available to display
the screen, and remains accessible when you enter payments, until the final
validation of the receipt.
- In case of discount: The screen displays automatically on the payment screen
before the payment is effectively entered in the case the sales receipt includes at
least one discount (price list, allocation, manual, loyalty.) The [Display discounts]
button remains after leaving this screen until the final validation of the sales receipt,
so that these elements can be displayed, if need be. Note that this screen can be
displayed in the case of a cash receipt.
- Systematic: Once the cashier validates the items to enter payments, the screen
displays systematically, if there is a discount or not, except for cash receipts. The
[Detail of discounts] button remains available.
In the recap screen of discounts you can display 3 types of user-defined
information, such as:
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Register Settings - Daily Operations Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
This tab is used to define the settings linked to opening and closing a sales day.
Daily opening/closing
Alerts
These alerts are aimed at providing the store's staff with a better overview of the actions to perform at daily opening and/or closing.
Register control
Free information to display
- Category/subcategory 1 to 8
- User-defined table 1 to 15
- Checkbox 1 to 15
The short description will be display in the columns.
Fields
Description
Taxation exception upon opening
Just remind: when the user opens a sales day, he can specify if the day derogates
from the tax system defined. This system is used in certain American states to boost
sales. For the registers that do not use this feature, this setting is used to propose or
not the selection of the taxation exception to apply by default to the receipts of the
day.
Management of events
At day closing, various events such as events linked to the weather, to the number
of entries and so on, can be selected to make statistics.
Enter times at the end of the day
Is used to display at the end of the day a screen to record the hours worked by the
salespeople.
Starting bank remittance
At each closing, the bank remittance will be carried out automatically. This option
can be selected only if safe management is enabled (see the Cash Float Tab.)
Disconnection at the end of the
day
Closes the application automatically.
Document detail in log
Supplies the event log with data.
Reset internal reference counter
Frequency at which the count is reinitialized. The selection of the frequency has an
impact on how the internal reference of the receipt is built up (refer to Fiscal
References.)
Accelerated closing
This setting enables the operator to work at night without being disturbed by a sales
day closing, thus assigning the sale to the right calendar day. This feature allows the
operator to perform an accelerated opening/closing, thus postponing time-
consuming operations on a later date (refer to Accelerated Closing.)
Fields
Description
Alert on open cash registers
When closing the sales day, a warning message will display if other registers of the
store are still open.
Alert on non validated notices
Display of alert notifications (on the opening and closing interfaces of a day)
concerning non validated delivery notices.
Alert on transfer requests
Display of alert notifications (on the opening and closing interfaces of a day)
concerning non validated transfer requests.
Alert on deferred checks
Display of an alert notification when opening a sales day about pending deferred
checks. The safe management must be enabled (see tab Cash float.)
Alert on transfer/purchase/order
proposal
Display of alert notifications (on the opening and closing interfaces of a day)
concerning transfer/purchase/order proposals.
Alert on inventory
Display of alert notifications on inventories in progress.
Alert on overdue loans
This setting enables for each register an alert for loans whose theoretical date of
return has expired. At daily opening, this option enables you to display loans whose
return dates are due.
Alert on call back lists
This setting is used to define for every register an alert for call that have to be
made.
Alert on non clocked-out users
Alerts about the presence of users who did not clock out. These alerts can then be
viewed in the Sales receipts entry module, menu Daily operations, menu item Daily
brief, and from the register opening and closing screens.
Fields
Description
Register control
When closing a sales day, the register control checks the amount actually in the
cash drawer compared to the total amounts collected during the day per payment
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Register Settings - End of Day Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Card number
User-defined reports
This information is used to define the user-defined report that will be launched at day closing. Remark: this report will be launched only if the user has the appropriate rights
to launch user-defined reports.
XML export
Selection of a printing template from the list of available templates for the XML export of a receipt. You can edit the printing template by clicking the button located at the
end of the field.
Register Settings - Cash Float Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Cash float
method. Once the control enabled, additional options are available.
On
Selection list for the payment method subject to the control. The payment methods
must match the payment methods selected in the register control section (see tab
Daily operations.)
Register discrepancy
Specifies the register operation for which the register discrepancy receipt will be
generated. Only payment methods of type "Register discrepancy" (see Payment
methods) will be proposed.
Blind entry
Is used at register closing to generate the entry of the final cash float with no
information about the collected amounts, available to the cashier. The data entered
is more accurate, but the operation is time-consuming.
Entry of the envelope number
Is used to add a column to the payment method summary at safe remittance in order
to enter the envelope number. The entry is free and optional; you can enter for
example a number of banknote envelopes and other information (or none) for coin
envelopes. No uniqueness check is performed on the value entered.
Required entry of coins and notes
Is mandatory for cash amounts. The total matches the total cash amount in a
currency for the day.
Open drawer automatically
The drawer opens automatically when the cashier accesses the Register control
interface.
Reason for discrepancies
The user must justify any discrepancy between the amount owned and the amount
collected.
Fields
Description
Reset card numbers
The current standards (PCI DSS) require providing a tool for erasing the bank card
numbers stored in the database. A manual process can be carried out from the Back
Office, via module Administration, menu Maintenance, command Reset card
numbers. If you want to automate this process, checkmark this option so that the
utility to reset the numbers is launched at the end of the day closing.
Number of days for
preservation/to study
These fields are used to limit the processing time by specifying the number of days
for which you will search the elements to process. The number of days to study
must be higher than the number of days for preservation.
Fields
Description
Cash float management
Manages the entry of cash float at daily opening. Once this setting enabled,
additional options are available. Note that safe remittance takes cash floats into
account. In other words, the cash amount withdrawn from the register for safe
remittance is the difference between the amount entered during the register check
and the cash float amount.
On
List of payment methods that may be used for cash float.
Cash float
Reports the entry of the register cash float to a register operation movement
(generally called FD.)
Constant cash float
Specifies that the cash float remains the same from one day to the other. This option
is not compatible with the "Modification at closing" option.
Recovery at opening
Automatically resumes the cash float left the day before
Modification at closing
Authorizes the modification of the cash float only if the "Constant cash float" is not
checkmarked.
Management of cash float
If there is a discrepancy between the cash float at opening and the cash float found
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Safe
See also Safe Management.
Bank remittance
See also Safe Management.
This concerns configuring bank remittance settings based on your preferences. To recap, bank remittance is done in Front Office from the Sales receipts module, Daily
operations menu, Safe - Bank remittance command.
Accounting for bank remittance via the safe
Back Office: Administration - Company - Company settings
In the context of an accounting interface--and only in that case--you can base accounting for bank remittance on the amounts in the safe. To do this, go to Commercial
management/Account posting and check the ”Bank remittance via the safe” option. Note that if this company setting is enabled it will not be possible to check the “Bank
remittance generation” option in the Addition tab in payment methods.
Register Settings - Layout Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
This tab is used to define the message and the location of the customer display, as well as other information that may appear on the sales screen.
Display
discrepancies
at closing, this setting enables the justification of this gap.
Fields
Description
Safe management
Checkmark this option if you want to manage a safe for the store. This is useful for
the bank remittance of certain payment methods such as checks or cash if the
remittance is not done every day. It is also useful for the management of deferred
checks.
Mandatory use of the safe cash
float
Allows the register to use the safe cash float to supply its own cash float.
Payment methods (1 to 5) and
List of other payment methods
For each payment method concerned by transfers to the safe: If more than 5
payment methods are concerned, the others are located in the “List of other
payment methods”. The payment methods selected will be those for which safe
management is activated. At daily closing, the payments made via these methods
will be transferred to the safe, pending bank remittance.
- If the "Preselection" option is checked, this will automatically pre-select the
payment methods during bank remittance.
- The "Modification" option is used to indicate whether the selection can be
modified at bank remittance. Nevertheless, modifications are subject to the "Modify
the selected payments during bank remittance" concept (refer to Access Rights
Linked to the Safe).
Press the [Set up the list] button to set the information displayed during bank
remittance.
The bank remittance screen displays each payment method in a different tab. The
information displayed in these tabs may be customized, and may be defined here
for each payment method.
Receipts when supplying safe
Enables the generation of receipts when the safe is supplied at the day's closing. A
receipt is generated with the total of the amounts per payment method, remitted to
the safe.
Safe input
Define in this field a register operation of type "Withdrawal". This register
operation must have been created first in the Back Office: module Settings - menu
Management - command Register operations.
Alerts on overrun
Checkmark this option if you want to trigger alerts that you may have configured in
a Payment method record, tab Cash float.
Field
Description
Validation of the bank remittance
slip
This option enables the display of a screen during the bank remittance where the
number of the slip is controlled and where the user can enter a reference.
Print the slip after validation
Automatically prints the slip for the bank remittance.
Launching day for daily closing
Select the days when the bank remittance is launched at day's closing.
Fields
Description
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Header and footer
Line information
This information concerns various details displayed in the Sales section of the sales transaction entry interface.
Logo
This section defines the logos displaying on the sales transaction entry screen and on the sales receipt. Formats recommended for logos are the following:
- Sales transaction entry screen: all formats are allowed.
- Sales receipt: .bmp format is required.
To create a new logo, click the button next to Logo field to display the "Memos and photos” window.
Click the [New] button.
Click the [Insert picture] button and select the picture of your choice.
Before validation, specify the use and the description of the picture.
Register Settings - Cash Register Receipt And Receipt (Continued) Tabs
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Cash register receipt tab
Cash register receipt
Customer display
Checkbox used to define the existence of a customer display. Once this setting
enabled, additional options are available:
- Reverse display: displays the welcome message in reverse mode. Useful for
registers with a screen lying flat.
- Scrolling message: the welcome message scrolls left to right.
- Customer LCD display: confers an LCD style to the welcome message.
- Welcome message: message visible on the customer display as long as no item is
entered.
Touch pad
If this option is checkmarked, the command buttons for the various cashing features
will be displayed in the sales transaction entry interface (for example, items,
payment methods, etc.)
Toolbar
This option enables the display of the toolbar at the bottom of the screen.
Fields
Description
Internal reference display
Internal reference present in the header of the interface when cancelling or
modifying a receipt. This option enables the user to view the internal reference
instead of the document number when entering a sales transaction. This internal
reference is also printed on the sales receipt. For further information about the
internal reference of receipts, please refer to the section about Fiscal References.
Display time
Time present in the header of the sales transaction entry interface.
Display tax amount
Taxes are displayed just under the price display.
Fields
Description
Item
Information type displayed for a single item
Dimensioned item
Information type displayed for a dimensioned item
Display picture
Is used to display the photo of the product on the transaction entry screen. The
photo of an item is configured in the item record available in the Back-Office:
Basic data - Items - Items, by clicking the [Memos and photos] button.
Photo of the dimensioned item
If this setting is checkmarked, the photo of the dimensioned item displays if the
photo is saved to the database; otherwise, the photo of the generic item is displayed.
Warning: This option may result in a longer search time for the photo.
If this option is not checkmarked, the photo of the generic item is always displayed.
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Invoice
Layout options
Message of the day
Printing language
Receipt (continued) tab
Optimization
Fields
Description
Printing format
Selection of a format: Receipt (register receipt) or Report (A4 Format for example),
or none of them.
Printing template
Selection of a printing template from the list of available templates. You can edit
the printing template by clicking on the button located at the end of the field.
Number of copies
Number of receipts to print for each sale.
Authorized templates
Printing templates that can be used by the register.
Duplicate of the last receipt only
In order to control the printing of duplicates, this option enables to duplicate only
the latest receipt saved.
Fields
Description
Printing format
Selection of a format: Receipt or Report, or none of them for invoices.
Printing template
Selection of a printing template from the list of available templates. You can edit
the printing template by clicking on the button located at the end of the field.
Number of copies
Number of invoices to print for each sale.
Authorized templates
Printing templates that can be used by the register.
Follow-up of duplicates
Once this option enabled, the reprints of invoices are logged to the event
log. Specify the types of documents you want to follow up.
Printing condition
Specify in which case the printing of an invoice is authorized.
Choice of invoice template
Propose to the user the choice of an invoice template before the invoice is printed.
Fields
Description
Printing logo
Enables the logo (defined in tab Layout) to be printed.
Barcode internal reference
Enables the display on the receipt of the barcode of type CODE39, as well as the
reference number. For further information about the internal reference of receipts,
please refer to the Fiscal References.
Printing customer code
Enables the display of the customer code on the sales receipt.
Printing customer address
Enables the display of the customer's address on the sales receipt.
Printing detail of discounts
Enables the display of the item discount details on the sales receipt.
Item reference to print
Prints the barcode, the item code or none of them on the sales receipt.
Item description to print
Prints the description of the item or the description of one of the item categories on
the receipt.
Fields
Description
Line 1 to 3
The message of the current day is written on several lines. It is displayed at the
bottom of the receipt and used for information or advertising
Footer
Message displayed in the footer of the receipt.
Fields
Description
Force printed language
Forces the use of a specific language on the receipt:
- Language: selection of the language preferred.
- Templates: receipt templates to which the language will apply.
Fields
Description
Optimized loading for printing
This setting enables the use of data loaded in memory instead of running the query
of the template data sources when the receipt is printed just after a sales receipt was
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Loyalty receipt template
XML export of a receipt
Receipt on hold
E-mail
(See Emailing Receipts.)
Register Settings - Print and Communications Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Print tab
This tab is used to configure the various printing formats and templates used for the receipts and certificates issued by the register. According to the fields, it would be
possible to view or edit the template being selected by clicking on the button located at the end of the field. Each field proposes to select a template type from a list. This
template determines the layout of the receipt.
Communications tab
Network control
The management of stores with a centralized database requires having the shortest possible connection and processing times. An independent program, called CBRNC (CBR
Network Control) measures the times required between the moment where the SQL standard query is sent to the database and its feedback. This program is started
automatically when the Front Office is launched in Web Access mode on a register where is control is foreseen.
This control is set up in the Back Office, via module Administration, menu Performance, command Network control, in order to define the query and the setup elements
making the running of the query and the storage of the results more or less frequent.
Once the settings defined, the control must be associated with the register.
If the register has enabled the traces, the tool starts at the day's opening and closes when the day's closing is performed. It is a background task and does not hinder the
operating of the Front Office.
To reduce the risks of slowdowns, the program interrupts during the main register operations, such as the selection of a customer, the scanning of an item or the validation of a
sale.
recorded.
Field
Description
Template
Selection of a printing template from the list of available templates for the loyalty
receipt. You can edit the printing template by clicking on the button located at the
end of the field.
Field
Description
Template
Selection of a printing template from the list of available templates for the XML
export of a receipt You can edit the printing template by clicking on the button
located at the end of the field.
Fields
Description
Template
Selection of a printing template from the list of available templates for pending
receipts. You can edit the printing template by clicking on the button located at the
end of the field.
Sales conditions on pending
receipts
Option used to print the sales conditions on pending receipts.
Field
Description
Send receipt per e-mail
Select the preferred management method.
- Yes: Emailing the receipt is proposed at the end of the sales transaction. The
receipt is not printed except if the customer’s e-mail address is not valid.
- No: Emailing the receipt is not proposed. The receipt is printed.
- Print receipt and send per e-mail: The sales will be printed and then send per e-
mail.
E-mail profile
Select from this field, the profile you want to associate with the register, then
validate. Just remind that profiles are created in the Settings module via the
Documents menu and E-mail profile command.
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Register Settings - Peripherals Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Electronic Payment Terminal
Register drawer
Card reader
Checkmark this option to specify that the keyboard of the register is equipped with an MSR that can be used by the cashier to read the magnetic stripes of bank cards or gift
cards.
Tax box
Specify if the reference of the receipt sent to the tax box is the internal reference of receipt or its fiscal reference.
Scale
If need be, specify the type of the scale used by the register.
Entry counters
If there are several registers in the same store, only the register that performs the closing must be configured appropriately.
Fields
Description
Authorization request on entry
The validation request for the payment method by the EFT feature is issued as soon
as the cashier validates the payment line. Otherwise the requests will be sent when
the cashier definitely validates the receipt. This setting specifies whether the dialog
with the EFT feature, the payment terminal or the integrated payment solution must
be triggered during the final validation of the receipt or immediately after the entry
of a payment line with a payment method requesting EFT validation.
Authorization while modifying
payment
The cancellation of the receipt paid partially or totally with a bank card triggers the
issue of a request to the EFT feature for cancelling the transaction. The
modification of the payment methods of the receipt triggers the issue of an
authorization request to the EFT feature. The cancellation of the receipt paid
partially or totally with a bank card triggers the issue of a request to the EFT feature
for cancelling the transaction. This setting enables the cancellation requests of
registered payments to be sent to the electronic payment terminal. If this setting is
not ticked, the salesperson has to adjust manually the entries registered on the
payment terminal. This setting also applies when changing payments or cancelling
sales receipts to send cancellation requests to the terminal.
A priori signature of the customer
Prompts the customer to sign on the signature capture terminal before the payment
is submitted to the EFT feature.
Allocation of transaction number
Enables the allocation of a transaction number by Yourcegid Retail Y2.
Specific payment method
Payment method which replaces the payment method entered by the cashier if the
EFT feature indicates that the customer has chosen to benefit from the "Dynamic
Currency Conversion".
Force EPT results
Enables the possibility for the cashier to accept a payment initially refused by the
electronic payment system (case of a loyal customer for whom the cashier makes an
exception.) This concerns credit card and check payments. Based on the settings
defined for the payment method used, the cashier has to enter additional
information, such as the authorization number obtained by phone, for example. If
the electronic payment system supports forced transactions, a request is sent to the
system with the additional information entered. This setting is linked to the “Force
EPT results” access right.
Transaction number prefix
Prefix used by Y2 to allocate the transaction number. This prefix ensures the
uniqueness of the transaction number. Each register must have a unique prefix, at
least for the set of register that are using the same EFT system.
Number length
The length of the transaction number allocated by Y2 depends on the EFT system
used.
Fields
Description
Counts user openings
This option counts how often the cash drawer was opened. This total can be viewed
in the Front Office: Sales receipts - Daily operations - Status.
If this setting is checkmarked, the application only counts the openings triggered on
the user's request and those triggered by the opening and closing of the sales day.
If the option is not checkmarked, the application also counts the openings triggered
when the receipt is printed.
Opening before recording
If this setting is checkmarked, the application triggers the opening of the cash
drawer before the sales receipt is saved and printed, so that the cashier has time
enough to give the change to the customer. If the setting is not checkmarked the
drawer opens when the receipt is printed.
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Register Settings - Standalone Mode Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
The standalone mode enables the cash register to meet the essential functions while the network is down (refer to Standalone Mode.)
Printing template
Select the printing templates to use for the receipts and the invoices to print in standalone mode. Note that report templates specific to the standalone mode can be create in the
Settings module via Documents - Documents - Standalone report printing templates. If these types of reports do exist, as well as the CbrOfflineReport application on the
workstation, these receipt and invoice templates will be available in selection lists.
Customer management
To limit the volume and time for data to export, the export of customers is available in a differential mode, meaning that information is updated with the elements added or
changed since the last export. “Customer differential export” can be activated in Back Office via Administration - Company - Company settings - Commercial
management/Front Office standalone mode (see Configuring standalone mode options.)
Item Management
This section specifies the elements of the latest export performed.
Fields
Description
Application to launch at closing
Specifies the path to the application that counts the entries.
File to integrate
Indicates the name of the text file to recover and integrate. This file must always
have the same name and be located in the same directory than the file of the
counting application specified in the previous field.
Data origin to use
Specifies the name of the data recovery type to apply.
Fields
Description
Authorize standalone mode
Setting to enable the use of the register in standalone mode.
Forced standalone mode
Setting to checkmark to force the register to operate only in standalone mode.
Use of CBS
When exporting register settings, if this option is ticked, CBS scripts will be exported in full
replacement mode.
Fields
Description
Automatic receipt integration while
reconnecting
Receipts created in standalone mode will be automatically integrated with the database as soon as
the system reconnects; and the standard values defined in the company settings will be assigned if
necessary, without requiring the user’s intervention.
In case of automatic integration, the first action of the cash register when it returns online is to
integrate the receipt entered offline. A window appears which shows the progress and allows the
user to cancel the process.
Allow the integration to be interrupted
This option allows you to postpone the integration of the receipts entered in standalone mode. This
information is checked by default.
Note! This option must not be ticked for countries with strong taxation (Portugal for example.)
Print a receipt during integration
A receipt is printed during the sales transaction and when the receipt entered in standalone mode is
integrated into the database.
Fields
Description
Rules for exporting customers
Select the rule created in the Settings module - Front Office - Offline customer criteria (refer to
Configuring Customer Export Rules.)
Date of the last customer export
Allows you to view the latest export date, as well as the total number of customers exported per
register.
This button re-initializes the date of last export. The file generated after the register export
will be then removed and recreated.
Fields
Description
Date of the last item export
Is used to view the date of the latest export.
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Aggregates
Select aggregates, items and/or customers to be retrieved when opening and closing registers. Warning! Since aggregates are essential for standalone mode to function
correctly, the settings must be selected at least once for all registers authorizing standalone mode. For more information about aggregates, see the section about Standalone
Mode.
Checking the link for payments
Once enabled, this setting allows the register in standalone mode to use a pending payment issued in connected mode, such as a gift certificate or a gift card. In Front Office,
when a store collects sales in standalone mode, a record can be populated with a certain number of elements the store may get from a person authorized by the Headquarters to
deliver the required information.
These elements are available in the Back Office via module Sales, menu Retail sales, menu item Outstanding balances. Then, select the payment concerned and click on the
[Additional actions - Allocate an authorization number].
The screen that displays mentions the characteristics of the payment (dates and number); a user-defined comment can be added too. The authorization number secures a
minimum the use of the payment. It is made up from the amount and the certificate number. This information is provided by the Headquarters to the store.
For more information about the link for payments, please refer to Using Outstanding Payments in Standalone Mode.
Register Settings - Services Tab
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
This tab is used to configure all the features linked to customer orders and reservations.
Deposit payment
This button re-initializes the date of last export. The file generated after the register export
will be then removed and recreated.
Number of exported items
Specifies the number of the exported items according to the maximum number of items defined in
the aggregate settings (refer to Setting the Price and Item Export Rule).
Fields
Description
Number of authorized days
Enables the calculation of a period during which the order or the reservation is still
active.
Customer order management
Once this management authorized, the [Customer services/Customer orders] button
appears on the sales transaction entry screen in Front Office. The search will be
performed on CDI document types.
Customer reservation
management
Once this management authorized, the [Customer services/Customer reservations]
button appears on the sales transaction entry screen in Front Office. The search will
be performed on RDI document types.
Loan management
Once this management authorized, the [Customer services/Customer reservations]
button appears on the sales transaction entry screen in Front Office. The search will
be performed on PRT document types.
Alert on Web reservations
This option is used to alert users about pending reservations. The list of omni-
channel requests for goods will be displayed automatically when opening the sales
transaction entry screen.
Fields
Description
Register operation
Is used to define that the register operation corresponding to the reservation or the
order is a deposit payment (code: VA.) It is the amount the customer will pay when
he makes a reservation (or passes the order.)
Rounded
Select the type of rounding to apply.
% due
Specifies the amount of the percentage the customer must pay for the reservation or
the order.
Information to print
In order to inform the buyer about the content of the order or reservation, the
information displayed on the receipt can be configured adequately. The following
values are available:
- Header: default value corresponding to the current operating. When the document
is validated, a line is inserted into the receipt corresponding to the deposit payment
to collect for the order or reservation.
- Header + item description: with this option, each item line of the document is
inserted into the sales receipt entry screen as a comment. This option recovers the
description of the order line and copies it to the receipt description. In the case of
dimensioned items, only the line of the dimensioned item is recovered.
- Header + item description + quantity: the quantity of the line in the document is
resumed in the receipt.
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Printings
This section allows the user for every listed operation (order, reservation, etc.) to define the printing type preferred.
Configuring Touch Screen and Keyboard
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
This feature is used to configure the touch screen, create buttons, modify their contents, or even remove them.
Open the record of the register to modify and click the [Configure touch screen and keyboard] button. Please notice that there are several pages, each corresponding to an
interface of a numerical touch pad. The page number is specified at the top on the left of the screen.
Use this button to move to the pages.
Configuring a button
To modify an existing button, click the relevant button and modify the fields as you like. To create a new button, click one of the so-called empty buttons and populate the
following fields.
Type tab
- Header + item description + quantity + unit price: the unit price is resumed in the
receipt.
- Header + lines: corresponds to the previous option + all non void lines of the
document (item lines + comment lines, except generic items in the case of
dimensioned items.)
Forced print
After an order or a reservation, the presence of this document in the receipt depends
on the payment of deposits. If no deposit is paid, this setting systematizes the
presence of the information in the receipt. By default, this option is not
checkmarked; it is available only if the register operation is not specified or if the
deposit percentage due is null. With this option, a comment line is systematically
generated in the receipt at the end of the order or reservation. According to the
other settings, the detail of the lines may be copied.
Print after receipt
If this option is checkmarked, the customer order or the reservation is no longer
printed during the validation of the document, but once the receipt is validated and
printed. In this case, the payments of deposits for the order or the reservation do
appear on this printout.
Prefix for detail lines
A string of 3 characters maximum can be entered to distinguish detail lines.
Example:
String « -> » results in:
Header description
->description of the detail line
Fields
Description
Format
Specify if the receipt is to be printed in Receipt or Report format.
Template
Selection of a printing template from the list of available templates. You can edit
the printing template by clicking on the button located at the end of the field.
Number of copies
Number of copies to print.
Fields
Description
Type of button
Based on the selection made from the list hereunder, new sections will be displayed
on the pad to complete information about the type of the button:
- Empty: specifies that the button does not refer to any function.
- Item: configures a button for a specific item
- Comment: creates a button with a specific comment. When this button is used on
the register, the comment is printed on the receipt.
- Discount: grants a discount for the current sale.
- Salesperson: enables the selection of a salesperson.
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Contents tab
Layout tab
This tab is used to configure the background color of the button, the outlines (color and thickness), as well as the color of the button text.
Creating a shortcut on the touch screen
This button displays data that may be used for a shortcut on the touch screen. To assign a value to a button, just click on the button and double-click on the value.
Copying settings from the register
Click this button and select the register from which you want to copy the settings, and then validate. This validation triggers the duplication of the touch pad from the
selected register to the register concerned by the configuration.
Copying buttons on registers
This button is used to duplicate the touch pad from one register to others:
- Copy button: select a button and then select the registers where you want to copy the button.
- Copy all buttons: all buttons of the main and secondary pads will be copied to registers selected.
Reproducing the layout
This button copies the layout of a button to another button. To do that, click the button used as model, and then click this layout button.
If you click on the target button, the layout of the "model" button will be reproduced. To stop the process, just click the button again. The layout of a button corresponds to its
background color.
Changing the font
- Function: associates a usual function with a button (drawer opening, customers,
display of a Web page, etc.)
- Register operations: configures buttons for register operations (credit collection
for example)
- Printing template: allows you to configure one or more buttons to request the
printing for each operation when entering a sales receipt.
- Special functions: allows you to configure one or more buttons for special
functions such as [Next page] to access another page of buttons.
Freeze on all pages
Locks a button on the same position on all the pages.
After go to page
Specifies the number of the page on which the application will position after the
action (for example: selection of the customer.)
Keyboard shortcut
The keyboard shortcut gives you access to a function via a key on the keyboard.
The shortcut is composed of one alphanumerical character associated with one of
the 3 keys proposed.
- First, select the key that gives access to the function and associate it with one of
three checkboxes: < CTRL >, < SHIFT >, < ALT >.
Fields
Description
Picture
Associates a picture with the button via one of the following options:
- Record photo: selection of a photo from an item record
- Picture: selection from a predefined list
- User-defined picture: selection of a picture from the hard drive.
- User-defined picture from the database: selection of a picture from the picture
database of the software.
- Picture from the library: selection of a picture from the library of your computer.
Description
It is the caption of the button. Several methods can be used to define this caption:
- Code: unique code of the element.
- Barcode: item barcode.
- Description: title of the element (ex.: customer selection.)
- Short description: summarized description (for comments)
- User-defined: selection of your own description.
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This button is used to change the layout of the text on the button.
Changing the position of the button
Click this button to move your button to the location of your choice on the touch pad. Therefore, specify the appropriate line and column numbers.
If you did not lock your button on all the pages, this button allows you to select the page where you want to position you button.
Changing the pad properties
Click this button to change the properties of the touch pad and the numerical keypad.
Touch pad
Numeric keypad
The pad properties are also used to define the characteristics of the numerical keypad, i.e. the color of the buttons; the color of the text of the numerical buttons, and the
outlines of the buttons.
Displaying a Web Page Using a Button on the Touch Pad
This feature is used to display a Web page using a button on the touch pad completed with launch arguments.
Open the record of the register to configure and click the [Configure touch screen and keyboard] button.
To create a new button, click one of the so-called empty buttons and populate the following fields.
For further information about the general configuration of the touch screen, please refer to topic Configuring Touch Screen and Keyboard.
Configuring the button
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Type tab
Fields
Description
Number of buttons
It is possible to change the number of buttons in height and in width. For example if
there are 3 buttons in height and 3 buttons in width, you will get 9 buttons per page.
Separation
The vertical and horizontal separations define the space between the buttons.
Contextual keyboard shortcuts
It is possible to associate a button of the touch pad with a keyboard shortcut, i.e. a
combination of keys. The user can use the keyboard instead of the mouse to trigger
an action associated with a button of the touch pad. The touch pad may be
composed of several pages, but only one is displayed at a given time.
- If this option is checkmarked, the action of the button associated with the shortcut
is triggered only if the appropriate page is displayed.
- If the option is not checkmarked, the action will be triggered even if the button is
not on the displayed page.
Please note! If this option is checkmarked, a given shortcut can be associated with
several buttons on different pages.
Fields
Description
Display numerical keypad
Display of a numerical keypad used to make standard calculations on the sales
receipt entry screen.
Buttons with outline
Display buttons with outlines Then, select the color of the outlines.
Navigation buttons
Are used to navigate in the sales grid and the payment grid.
Colors
Section used to refine the selections made.
Fields
Description
Type of button
Select “Function”
Function
Click the button at the end of the field, and select “Display Web page” from
the list proposed and validate.
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Attention!
The Yourcegid Retail application uploads a component to display a Web page? If problems occur in displaying the page, the best solution is to launch an Internet browser of
the market.
Therefore, select in field Function, option “Launch an executable file” and specify in the Command line field the name of the executable corresponding to the browser,
followed by the site to be reached, respecting the syntax of the latter.
Example:
To access the CEGID site with Microsoft Internet Explorer, you must enter: "C:\Program Files (x86)\Internet Explorer\iexplore.exe" http://www.cegid.fr/
Launch arguments
Execution arguments for a command may be data of the receipt in progress by using the syntax of the report generator, that is to say by indicating the name of the column, in
square brackets, for example [ET_LIBELLE] to use the description of the store
The following elements can be used:
- The header of the receipt (PIECE table)
- The line being entered, i.e. the line on which the cursor is positioned in the line grid (LIGNE table)
- The item of the line being entered (ARTICLE table)
- The picture of the item:
- PHOTOARTICLE: name of the local POS file containing the picture of the current item in BMP format.
- The settlement being entered, i.e. The settlement on which the cursor is positioned in the line grid (PIEDECHE table)
- The payment method of the settlement being entered (MODEPAIE table)
- The customer of the receipt (TIERS table)
- The register (PARCAISSE and MPARCAISSECOMPL tables.)
- The register’s store (ETABLISS table)
- The delivery address of the receipt (ADRESSES or PIECEADRESSE tables),
- The customer's loyalty data:
- CUMULFIDELITE: Loyalty total
- NOCARTEFIDELITE: Loyalty card
- Front Office connection data:
- USER: Logon user
- PASSWORD: User password
- DOSSIER: Folder name
- DOMAINE: name of the authentication domain
- DATE: input date
- SERVER: name of the CWAS server
- GROUPE: name of the folder group
The columns of the database tables of type COMBO contain a code. It is possible to get the code description from the associated subtable by placing the $ symbol in front of
the field name, for example [$ET_PAYS] returns the country description and not its code.
Similarly, you can get the short description by inserting the ! character in front of the field name, for example [!ET_LIBREET1] returns the short description of user-defined
table 1 of the store.
Configuring Receipt Input
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Website
Enter the address of the Web page to display, completed with launch arguments if
need be.
Closing peripherals
Closes the peripheral devices of the register to allow their use by the executable just
launched. Devices will be available again when the executable terminates running
and Front Office resumes working. Please note this operation may be time-
consuming.
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This button is used to configure and customize the input interface for sales transactions. Several buttons are available at the bottom of the page. They propose the
following actions:
Configuring touch screen and keyboard
This button is used to configure the main and the secondary pads. For further information about this configuration, please refer to chapters Configuring Touch Screen
and Keyboard and Defining Properties of the Secondary Pad.
Restoring the default configuration
This button is used to recover the default configuration.
Defining grid and background properties
This button is used to define the background color of the receipt entry screen, in both connected and standalone modes. The window proposes three tabs:
- Header: concerns the upper part of the receipt input screen.
- Sale: concerns the middle part of the receipt input screen.
- Payment: concerns the middle part of the payment input screen.
Tabs Header, Sale and Payment
Assistance for copying
Copies the colors defined for the connected mode to the standalone mode.
Copies the colors defined for the current tab to the others.
Defining information to display on the sales transaction input screen
This button is used to define the information that will be displayed on the sales transaction screen. In each of the 3 proposed tabs, select the information to display, the
color and font style (bold or not)
- Header: displays information in the upper part of the input screen.
- Sale: displays information in the middle part of the input screen.
- Payment: displays information in the middle part of the payment screen.
Defining the input order of information when entering a sales transaction
This button is used to configure the input order of information for a sales transaction. Specify if you want to enter either the customer or the salesperson first.
Defining properties of displays
This button is used to configure the various displays available on the sales transaction entry screen of the cashing interface. Specify your settings for each of the 3 tabs
and each mode (connected or standalone.)
Fields
Description
Text color
Selection of the color to apply to the text.
Starting/ending color
First and last colors to define the background color gradation.
Effect
Effect applied to the background of the screen.
Grid header color
This selection is available only in tabs Sale and Payment. Your choice will apply to
the to the Header section of the input grid, i.e. the line that refers to Reference,
Description, Quantity, Price, etc.
Color of the title
Selection of the color to apply to the title.
Apply to pads
Selection of the color to apply to the background of the pad.
Alternating color
The colors selected will apply alternately (every second line.)
Number of visible lines
Specify the number of possible input lines.
Size
Selection of the size applied to the header, the grid and/or the footer of the screen.
Price list discount
Background color and text color applying to discounted lines.
Fields
Description
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Assistance for copying
Copies the colors defined for the connected mode to the standalone mode.
Copies the colors defined for the current tab to the others.
Choosing the pad to display
This button is used to define the pad type to display when a cell of the grid is selected. Examples of use:
If you click the Salesperson cell, a window will appear automatically displaying the list of salespeople.
If you click the Mark-down cell, a window will appear automatically displaying the list of the possible mark-downs.
Procedure
First, select one of the cell composing the receipt input grid, and the click on the [Choose pad to display] button.
Select the radio-button of the pad you want to associate with the cell and validate.
Once the association done, the pad will appear each time you click on the appropriate cell.
Defining secondary pad properties
This button is used to configure a secondary pad in the input interface for the sales transaction This button is located on the right of the screen. This pad may be useful to
configure recurrent actions such as deleting a line or modifying a quantity.
Once this secondary pad configured, use the [Configure touch screen and keyboard - Secondary pads] button to define which buttons will appear on this pad.
Displaying the input grid for payment methods
This button is used to display the input screen for payment methods to view the colors defined in the "Payment tabs".
Click the [Display installment grid] button. The upper part of the screen changes to display the entry screen for payment methods.
Use the various buttons to configure the input screen of the payment methods, as for example the definition of the cell properties.
Switching to standalone mode
This button enables you to visualize the results of the settings made for the standalone mode, via the various buttons described above, such as “Defining Grid and
Background Properties or “Defining Properties of Displays.”
Copying settings for receipt input onto the registers
This button is used to copy the setup in the “Configuration of the receipt” section to one or more registers.
Configuring Tax Refund
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Click the [Additions] button and select the Tax Refund option. The setup screen for the tax refund displays; you can then define the operating options via the following
tabs.
General tab
Background color
Click on this button to view the available color palette and select the color that
applies to the background of the display.
Pixel ON
Color of the text of the welcome message / amount.
Pixel OFF
Background color of the text of the welcome message / amount (available only if
the Customer LCD display property is checkmarked.)
Customer display
Possibility to display or not the welcome message.
Reverse display
Reverses the welcome message vertically.
Customer LCD display
Confers an LCD look to the welcome message.
Scrolling message
Scrolls the welcome message.
Welcome message
Input field to define the welcome message.
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Management tab
Limit the number of items
It is possible to control the eligibility to tax refunding according to the number of items bought. The "Grouping" and "Maximum quantity" options are used to define the group
of items to control and to specify from which the tax refund will be authorized or prohibited. This setup is available only if a tax refund software application has already been
chosen.
Example: Not more than 50 identical SKUs on the receipt.
- Grouping: Dimensioned item
- Maximum quantity: 50
When the receipt is validated, and after having selected (or not) the items subject to the tax refund, a message alerts the user if the item quantity exceeds the authorized
threshold.
Update
Fields
Description
Management method
Is used to select the tax refund software with which the link has to be established.
Web Service
Web Service to call to ensure the link with the tax refund software.
Store and register identifiers
Specify the identifiers of the store and the register to enable the tax refund software
to communicate with the Front Office.
Country code/Activation code
In the case of tax refunding via One1nterface software, these fields must be
populated with the information available.
Method of refund
Method of refund accepted according the effective legislation of country.
Register operations - reimburse
tax refund
Register operation used to record the reimbursement of an immediate tax refund.
Administration expenses
Specify the expenses authorized in the case of a tax refund reimbursement of type
VAT OFF.
Fields
Description
Alert amount
Prompts the user to buy additional items to benefit from tax refund. If the customer
is eligible to tax refund, but the total of the sales receipt is inferior to the minimum
amount required for the tax refund, a message alerts the cashier that the customer
may benefit from tax refunding if he makes additional purchases.
Minimum amount
Minimum amount required for tax refunding.
Grouping lead-time
Lead-time required to group together sales receipts on a tax refund slip, in days.
Example: In France, a tax refund slip concerns only the receipts from the same day.
Checks the eligibility for tax
refund
This option is used to enable the automatic recognition of the customers that may
benefit from the tax refund. At final validation of the receipt, i.e. after the entry of
the items and the payments, the Front Office will determine if the customer can
benefit from the tax refund.
A first condition to satisfy is that after having discounted items of type
merchandise, the net total must be superior to the minimum amount for the tax
refund defined in the register settings.
A second condition concerns the sales receipts associated with a customer. In this
case, the customer's address must be located in the country different from the
country of the store; if the store is located in a member-state of the European
Union, the customer's country must be outside the EEC.
If this option is disabled, only the cashier may initiate a tax refund request.
Confirmation request
In the case where the receipt is considered as eligible, a confirmation request is sent
to the cashier so that the customer can benefit from the tax refund.
Last voucher data
Proposes the information memorized from the last tax refund slip to generate a new
tax refund.
Selecting items for tax refund
Once enabled, this option allows the selection of the items for the tax refund.
The list of the items of the receipt, of type merchandise, with a positive net amount
is displayed at cashing. Services, financial operations and returns of goods are
ignored. The cashier can then select the items that will appear on the tax refund slip
(by default all items are selected.)
Accept return of a tax refunded
item
Whether it is checked or not, this option allows you to accept or refuse the return of
a tax refunded item.
Current month
This option can be used in addition to the "Grouping lead-time" option to define the
grouping lead-time for receipts that can be assigned to tax refund a posteriori.
Fields
Description
Save reimbursement data
Is used to save to the database, additional information for the reimbursement
method of the tax refund, such as the card number or the bank account information.
Tax refund detail by rates
Is used to save to the database, the detailed data of the tax refund for the various
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Information tab
Select in this tab the fields that are mandatory or optional for the tax refund entry.
Print tab
This tab is used to define the printing options of the tax refund.
Standalone mode tab
This tab concerns only certain tax refund software applications. It defines the operating options of the tax refund in standalone mode.
Configuring Register Peripheral Devices
Front Office: Settings - Registers - Registers
Click this button to access the settings of the register peripherals. Peripheral devices are grouped by type; each device is identified by a number.
EPT
The [Settings for peripheral] button opens the screen for specifying the driver settings. The settings requested are subject to the DLL and the driver used, and allow
rates applied on the receipt.
Preselection of tax refund data to
copy to the customer's record
This option is not checkmarked by default. If enabled, the tax refund information
will be copied to the customer record. This operating mode is not available in
standalone mode.
Fields
Description
Format
Selection of the printing format for the tax refund slip.
Template
The Front Office dialogues with the tax refund software to provide it with the
required information to generate the tax refund slip. The tax refund software then
supports the layout and provides the Front Office with the various lines to print via
the printing template defined in the register settings.
Warning: The printing template for the tax refund slip must not be modified.
Language
Selection of the printed language of the tax refund slip.
Preprinted form
Specifies if the tax refund slip is printed on a preprinted form or on a blank sheet. If
a preprinted form is used, a message informs the user to insert the form into the
printer. It is also possible to reprint a tax refund slip.
Line information
Selection of the item information to print on the slip.
Fields
Description
DLL/Driver name
Names of the DLL and driver handling the peripheral device.
Mapping table
Mapping table for the Yourcegid Retail payment method and the electronic
payment terminal (EPT), or the fiscal printer.
Payment method trigger
The use of a trigger determines the device to be used based on the payment methods
of the sales receipt: a register can therefore drive several cash drawers and several
payment terminals. Upon validation of the sales receipt, the cashier will choose the
drawer to open or the terminal to use, according to the payment methods used in
this sales transaction.
Item trigger
This trigger allows you to select the EFT system to be used to process operation
such as activation, issuance and reloading of a gift card, according to register
operation entered by the cashier. The scope of use for the item trigger is “Register
peripherals”.
When you start processing financial items of type “Gift card acquisition” via EFT,
the system looks at the list of the electronic payment terminals declared for the
register. These terminals are sorted by their identifier in ascending order. The
request for activating, issuing or reloading a gift card is sent to the first device
whose trigger accepts the processed register operation. If a device is not associated
with any triggers, the device is assumed to handle any register operations. An error
message informs the cashier if no EPT accepts the register operation.
Device to reload
Traditionally, CPOS drivers for register peripherals were reloaded each time the
user launched a function from the main menu of the application. This was not
suitable for some devices, either because they could not bear to be reloaded, or
because the loading took too much time.
This setting specifies whether the device should be reloaded each time, the user
enters a new menu line.
Note: If reloading is not enabled, changes to the settings of the device will be
effectively taken into account at the next running of the Front Office application.
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specifying additional properties.
The [Peripheral information] button displays the driver version of the peripheral device.
The [Peripheral test] button is used to test the proper installation of the device.
The [Update of the peripheral] button starts the update of the device firmware (for some devices only.)
Note that the CPOS driver must be installed on every register and every workstation using a register device.
Associated topics
Integrated EFT (AXIS C3)
Settings for SVS driver
Additional Actions
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Copying register settings
This feature duplicates the settings of a register.
Open the record of the register to modify and click the [Duplicate] button. The Copy register settings window displays. Select the code of the register which settings will
be used as template and then select the tabs to copy.
This button is used to select or deselect all the checkboxes in 1 click. Validate to start the modification.
Creating or deleting a transmission
Use this button to create a new register.
Use this button to delete the current register.
Front Office Register Manual - Contents
Front Office - Getting started
Start the application
Browse menus
Deallocate register
Register opening and closing
Open the register
Close the register
Accelerated closing
Open a sales day on the day after
Enter and collect sales
Normal sale
Customer identification
Special cases
Discount management
Item line discount
Discount applied to a total or subtotal
Force price
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Final selling price
Modify discount origin
Sales receipt management
Put receipts on hold
Print receipts
Cancel a receipt
Change the payment method for a receipt
Assign a receipt to a customer
Email receipts
Register analyses
Flash report
X- or Z-receipts
Customer balance – Loyalty totals
Transaction history
Outstanding payments
Inventory query
From the Management module
From the Sales receipts module
Front Office - Getting Started
Starting the application
To access the Front Office, double-click the Front Office icon located on the Desktop. Note that you can also use the Windows Start menu. The log-in window appears :
- Verify the COMPANY field. It should contain the name of the store (or use the training database if testing).
- Enter the user code in the User field.
- Enter the password associated with the user in the Password field.
- Click Connect to access the Front Office menus.
Navigating menus
The main menu will appear, listing the various modules of the application (Sales, Management, Customers, Store staff, Settings). The menus relevant to each module are
located on the left side of the screen, and can be divided into sub-menus.
Example:
The Sales module is made up of the Sales menu, which itself has commands:
- Enter transaction
- Lookup receipt
- etc.
The Sales receipts module is made up of the Daily operations menu, which itself has commands:
- Opening
- Closing
- etc.
Register deallocation
Front Office: Settings - Registers - Deallocate register
Sometimes the register may become locked. Select the register to be unlocked by pressing the space bar. The selected register is then displayed in italics.
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Press the [Register deallocation] button, then confirm.
You may also access this function via the contextual menu (right-click).
Register Opening and Closing
Daily opening and closing procedure depend on the settings defined for the cash register. Consequently, some of the steps described below may not appear, especially the
following:
- Different alerts about open registers, or transfer proposals, for example (see Register settings, Daily operations tab, section Alerts.)
- The management of daily events such as the entry of “Today’s weather”, for example (see Register settings, Daily operations tab, section Daily opening/closing.)
- Cash float entry with details of notes and coins (see Register settings, Daily operations tab, section Register control .)
For further information about these various settings, please refer to topic Register Settings (Daily operations and Cash float tabs in particular,) as well as the appropriate
section about access rights.
A calculator is available on all screens, which enables you to enter sums directly from the key pad. In this case, these amounts have to be validated using the appropriate
button on the calculator.
Opening registers
Front Office: Sales receipts - Daily operations - Opening
To enter a sales receipt, the cash register must be opened first. Note: If the store uses several registers, the opening operation must be repeated for each register. Because each
register has its own initial cash float, you should never withdraw money from one register to place it in another.
Salesperson selection
In the first window, select the salesperson who opens the register, either by clicking the relevant touch pad button, or by selecting this person from the list via the […] button,
or by entering their code directly in the Salesperson field. Then press the [Next] button.
Reminder of pending operations
This window displays information about operations to be carried out, such as the validation of delivery or transfer notices,reservations or available customer orders, deferred
checks to be cashed, etc. Then press the [Next] button.
Entering initial cash float
You can enter the amount available at the start of the day on the Cash float screen. You can :
- either enter an overall amount at the top of the screen
- or enter note and coin details in the bottom part of the screen
Cash float entered at opening is assumed to be identical to the one entered at closing, but to manage potential discrepancies on cash float, Yourcegid Retail propose the
following additional settings:
- Justify cash float discrepancy: A register setting, if enabled, prompts the cashier to justify the cash float difference (see Cash float tab/Management of cash float
discrepancies.)
- Display or hide the discrepancy amount: An access right allows you to display or hide the discrepancy amount, whether it is positive or negative (see Show Positive or
Negative Register Discrepancies.)
To manage these issues, the Processing discrepancy displays for the cashier to modify the detail of the entries, or validate the discrepancy; according to the access rights
granted for register discrepancies, the amount may be positive, negative or hidden as in the illustrations below:
The [Next] button validates the entry to proceed with the Additional actions step.
Entering additional actions
The [End] button allows you to validate all of your previous entries. A receipt will then be printed showing the initial cash float amount.
Close the register
Front Office: Sales receipts - Daily operations - Closing
Salesperson selection
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The selection procedure for the salesperson is identical to the day’s opening procedure.
Receipts still on hold will be displayed on the closing window and can be viewed by clicking the appropriate line. Note: All receipts that are on hold will be deleted from the
system once daily closing has been completed.
Press the [Next] button
Reminder of pending operations
This window displays information about remaining operations to perform (refer to Register opening.)
Then press the [Next] button.
Entering final cash float
The control screen of payment methods is divided into two parts:
- The header grid (upper part of the screen) is used to specify the global amount in the register counted for each payment method.
- The detail grid (lower part of the screen) displays for each payment method selected in the header grid the detail of amounts.
In the Total counted field, enter the actual amount counted in the register for each payment method. If the amount entered is equal to the amount displayed in the Calculated
total field, a green sign will be displayed in the Status field. If the amount is different from the one displayed in the Total counted field, the Processing discrepancy window
displays, and according to the access rights granted, this differential amount can be displayed or hidden (see Show Positive or Negative Register Discrepancies.)
Three options are proposed to handle this discrepancy:
- Modify detail: This option allows you to go back to the initial entry. A red sign will be displayed during modification, which changes to orange or green depending on the
type of discrepancy.
- Validate discrepancy: Validate an actual discrepancy. For each payment method showing a discrepancy, a receipt will be printed at the end of the procedure.
- Cancel: This option allows you to cancel the entry of cash float amounts, after confirmation.
For cash-type payment methods, you must enter the details relating to coins and notes in detail grid of the screen, provided the register settings have been defined accordingly.
The Amount field is calculated automatically.
You can also enter details for discrepancies concerning check-type payment methods (see Managing Discrepancies on Checks at Register Control.)
Press the [Next] button to go to the Events of the day/Special mentions step.
Daily input of events
This step is optional. It allows you to enter the important events of the day and any comments. Press the [Next] button to go to the Additional actions step:
Entering additional actions
This step allows you to select the end-of-day reports to be printed: Press the [End] button, or the [Next] button which will enable you to access the Bank remittance step, if the
register has been configured accordingly.
Bank remittance
In this step, you can select payments that are to be transferred to the bank (see Bank remittance.)
Register closing
Press the [End] button to close the register and print the various tickets. Turn off the monitor.
Accelerated closing
The accelerated closing enables the operator to work at night without being disturbed by a sales day closing, thus assigning the sale to the right calendar day. This feature
allows the operator to postpone time-consuming operations on a later date.
Implementation
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
In the Daily operations tab of the register settings, the Accelerated closing option enables or disables this feature. By default, this checkbox option is not ticked. If enabled,
this feature modifies how receipts entered at the end of the day are processed.
How it works
When the option is ticked, a receipt may start on day D. When the user validates the receipt , the system controls the creation date of the receipt. In the case this date is not
compliant with the date of the sales day, an action will be inserted before the receipt is recorded: The current day will be closed with status “Accelerated closing”. This status
means that the register control was not performed but should be done later. A new sales day will be opened on the system date of the register. The current receipt will be
updated with this new date and recorded. It will be printed (with the data stored in memory, or via a request) with the new date of the sales day.
Opening on an earlier date
Currently, if the appropriate access right is granted, a sales day can be opened on an earlier day in order to process any input delays. The automatic closing of the register is
not compatible with entries on an earlier date. Therefore, a blocking message will prohibit any opening on an earlier date for any register configured with an automatic
accelerated closing/ Therefore, input delays have to be processed on a dedicated register.
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Register control and cashbox management
The register control will be performed at the next manual closing of the register, adding the payments for the sales days with accelerated closing. If cashboxes are handled, the
cashbox opened on the register is assigned the “Interrupted” status/
Accelerated closing function
This function forces the accelerated closing of the register.
Example: the cashier leaves without closing the register. A manager forces the accelerated closing, and the cashier of the day will perform a double control.
Fiscal printer
The accelerated closing is not allowed if a fiscal printer is supported since the printer does not allow this type of input.
Opening a sales day on the day after
Back Office: Administration - Users and access - Access right management
You can now open a sales day at a date later than the current day. This feature is subject to an access right “Open at a date later than the system date”. This access right is
available in the Sales receipts (107) menu in section Daily opening/closing.
This feature allows you to save the sales from the current date on the next day (for example, the sales from Thursday 11:00 pm to 12 Midnight will be saved to the next day
(Friday).
Entering and Collecting Sales
Front Office: Sales receipts - Sales - Enter transaction
Normal sale
No change back to customer
The salespeople must identify themselves by pressing the button displaying their name, or by selecting their code from the Salesperson field. After being scanned, the items
are displayed on-screen. If for any reason an item does not have a barcode, use the [...] button in the Reference field to display the list of items and search for the relevant item
manually.
The same method can be used to search for Service type items (repairs, for example) or Financial type items (payment of deposit, for example).
Once the items have been entered, enter payment step by pressing the button corresponding to the payment method used by the customer. The payment entry screen will then
displayed. Once the sale has been validated, the sales receipt will be printed.
The Esc key on the keyboard and the [Cancel] button on the numerical touch pad allow you to cancel a sale during the entry process, or to go back to the item entry screen.
Change back to customer
Once the items have been entered, press the button corresponding to the customer payment method, which is generally a cash payment. The cursor is then positioned on the
amount to be paid. Enter the amount received from the customer on the keypad and then press the validate button. The amount of change to be returned to the customer is
displayed and the sales receipt is then printed.
Multiple payment methods
Once the items have been entered, press the button corresponding to the first payment method. The payment method is displayed and the cursor is positioned on the amount
due. On the numerical keypad, enter the amount paid by the customer for the first payment method and then press the [=] button. The amount entered is then displayed and the
cursor is automatically positioned in the next line awaiting selection of a second payment method.
Press the button corresponding to the second payment method. The customer’s balance due is displayed on the screen and the cursor is positioned on this new amount. Enter
the amount paid by the customer on the numerical keypad for the second payment method and then press the [=] button. The amount entered will be displayed. Once the last
payment method has been entered, press the validation button to complete the sale. The sales receipt will then be printed.
Collecting deferred checks
Once the items have been entered, press the [Deferred check] button. In the Due date field, specify the date when the check will be cashed.
Attention!
The due date must be later than the date of the sale.
Customer identification
If no customer has been entered, the sale will be finalized with the default customer that was defined for the register, usually a walk-in customer.
When entering items
- If the customer exists in the database, press the [Customer] button on the item entry screen, or use the […] button beside the Customer field. Search and select the desired
customer in the window that opens, then validate. Continue the sale and take payment as usual.
- For a new customer:
- If the [New customer] button is active on the touch pad, press it and enter customer data. Validate the customer record created, then continue the sale as usual.
- If the [New customer] button is not on the touch pad, then use the [...] button located next to the Customer field. In the window that opens, click the [New] button. Specify
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the customer data and validate the record. Then, process the sales transaction in the usual way.
When entering payments
Note that you can specify the customer only when entering items. You cannot enter a customer when you enter payments, or change the customer if he was selected in the
item entry step.
A button may have been set on the touch pad to allow a customer change or the creation of a new one. If this button is used, the following message will display: “This option
is not available on the payment screen”
This message will also display if for a given payment method, the customer is required but he has not been specified before at the item entry step. You will have to return to
the item entry screen to specify or change the customer.
Special cases
Selling a gift certificate
In the item entry screen, press the [Acquisition of a gift certificate] button. Enter the amount of the gift certificate, and continue entering the transaction as if it were a regular
sale. A sales receipt and gift certificate will be printed with the details of the transaction.
It is possible to enter both a gift certificate type item and a merchandise type item on the same receipt.
Issuing a credit note
This operation is usual done for an item return. Enter the number or the name of the customer in the appropriate field.
On the item entry screen, enter or scan the item to be returned and then click on the [Actions on lines/Return line] button. The item line will be displayed with a minus
sign, signifying a return. On the sales transaction screen, select the Credit note payment method and then validate the transaction. A receipt is printed with the details of the
transaction.
Issuing a deposit voucher
This operation can be performed when entering a customer order, for example. Enter the number or the name of the customer in the appropriate field.
On the item entry screen, press the [Deposit payment] button and enter an amount. Process the transaction as if it were a regular sale. A sales receipt and gift certificate will be
printed with the details of the transaction.
Entering a sale using a gift certificate, credit note or deposit
To collect these types of payment for a customer, this customer must have already purchased a gift certificate, have a credit note (corresponding to an item return, for
example), or have a deposit receipt (corresponding to the amount already paid for an order, for example).
Once the items have been entered, you can press one of the following buttons when selecting the payment method:
- Gift certificate
- Credit note
- Already paid deposits
Depending on the selected voucher, the [Link for payments] window will be displayed to allow you select the customer’s original voucher. Once the appropriate voucher has
been selected, continue entering the sales receipt as if it were a regular sale. A receipt is printed with the details of the transaction.
Payments are linked based on the settings defined for the register. This allows you to track the customer’s voucher and to specify that the voucher has already been used.
Returning an item
Scan the item returned by the customer, then press the [Actions on lines/Return line] on the toolbar, or use the [Item return] button on the pad. The item line displays a
negative quantity and amount.
If the return is a simple item exchange, scan the new item given to the customer in exchange for the previous item. If there is no monetary difference between the two items,
the sale is completed automatically. Otherwise you will have to refund the customer or request payment for the difference.
- If the item is returned but not exchanged, you will have to refund the customer using the button corresponding to appropriate payment method.
If a credit note needs to be issued for a returned item, press the [Credit note] button. The credit note will be printed once the receipt has been validated.
In all cases, a sales receipt is printed with the details of the transaction.
Integrating an available order with the sales receipt without specifying the customer
You can access the available orders by pressing the [Customer services / Customer orders / Search for an available order] button in the toolbar. The search screen that
displays is based on the company settings defined in the Back Office: Administration module - Company - Company settings - section Commercial management / Front-
Office. The search criteria defined here enable the operator to perform a search for a sale to a fictitious customer.
Discount Management at Checkout
Item line discount
Front Office: Sales receipts - Sales - Enter transaction
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Scan the item in the sales grid and proceed as follows, according to the discount to be made :
- To apply a percentage discount, press the button corresponding to the discount rate (5%, 10%, etc.) on the touch pad, or enter the percentage directly in the % field.
To apply a discount amount, enter the agreed discount amount in the Discount field (10 for €10, for example.)
To apply a new price to the item, enter the new unit price for the item in the Price field.
This will refresh the following fields: %, Discount and Amount
Then, enter the discount reason as follows:
By either pressing the […] button beside the Mark-down field to display the list of reasons for mark-down. Select the appropriate reason and validate the process.
- Or use the button on the touch pad corresponding to the required discount reason.
The mark-down reason will be displayed in the Mark-down field. Finalize the sale in the usual way.
To modify an amount or selected discount reason, position the cursor on the field that you want to change and repeat the same steps. To cancel a discount, enter a value of 0 in
the % field.
Discount applied to a total or subtotal
Front Office: Sales receipts - Sales - Enter transaction
Discount applied to a subtotal
The ability to apply a discount to a subtotal is useful if you want to separate a group of items in order to apply a global discount to them, and continue entering other items on
the receipt for which no discount applies.
Enter the items for which you want to apply a discount and then press the Subtotal button.
Depending on the discount being applied to the subtotal line, proceed as follows:
- To apply a percentage discount, press the button corresponding to the discount rate (5%, 10%, etc.) on the touch pad, or enter the percentage directly in the % field.
- To apply a discount amount, enter the agreed discount amount in the Discount field (10 for €10, for example.)
- To apply a new price to the subtotal, enter the new sales amount in the Amount field.
This will refresh the following fields: %, Discount and Amount Then, enter the discount reason as follows:
- By either pressing the […] button beside the Mark-down field to display the list of reasons for mark-down. Select the appropriate reason and validate the process.
- Or use the button on the touch pad corresponding to the required discount reason.
The mark-down reason will be displayed in the Mark-down field. Finalize the sale in the usual way.
Discount applied to receipt total
Once the items have been entered, press the [Validate] button. The payment entry screen will then displayed.
Press the [Global discount on receipt] button on the toolbar, or use the button corresponding to the discount percentage to be applied.
The Global discount on receipt window will be displayed:
Enter a discount percentage or discount amount in the appropriate field.
Select a discount reason from the selection list.
Press the [Validate] button.
Finalize the sale in the usual way.
If a discount line has already been registered, the global discount will be added to the discount line.
Forced price
Front Office: Sales receipts - Sales - Enter transaction
This function enables you to force a sales price during a sale, without having to generate a line discount.
If a price list discount amount is present, it will be re-calculated.
If a line discount is present, it will be deleted.
A button can be created on the touch pad to manage the “Force price” function. When this function is used, it will be recorded in the event log.
Management of the final selling price
Click here for further information.
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Modify discount origin
Historically, discounts attached to allocations and those related to a loyalty program (gift offered as a choice in a list) were grouped under the same original code "008". They
are now distinguished as follows:
- Code 008 is reserved for discounts granted by loyalty for the delivery of a free item.
- Code 009 has been created for special conditions.
This reassignment may be necessary for analysis and statistical purposes.
Therefore, this command makes it possible - but only if it is required - to resume the history of those discounts and to update those in order to take into account this new
assignment.
Update procedure
Back Office: Administration - Maintenance - Modify discount origin
Note that this command is aimed at modifying the origin of the discount. This goal is notified in the header of the screen. The multi-criteria screen returns the discount lines
having as discount origin code 0008.
To start the process, select the lines to modify, and then click the [Update discount origin] button. Validate the confirmation message
You can check that the new assignment has been taken into account via the Discount dashboard command (Sales module, menu Analysis,) by customizing its layout with the
“Origin of discount” criterion.
For any new lines entered in the Front Office with allocation discounts, these will be automatically updated with the 009 code reserved for special conditions.
When you print the sales receipt, the latter mentions only a discount line linked to the items benefiting from the allocation discount.
Please note!
This functionality is subject to the relevant access right: Menu Administration (106) - Maintenance - Modify discount origin.
Sales receipt Management
Receipts on hold
Front-Office: Sales receipts - Sales - Enter transaction
The managing receipts on hold feature should have been previously configured in the Preferences tab of the register settings.
Putting a receipt on hold
Once one or more items have been entered, press the ESC/Escape button on the keyboard or click on the red X on the numerical keypad. Click on YES when the cancellation
confirmation prompt is displayed. The Putting a receipt on hold window will open.
In the Description field, enter text that will allow you to find the receipt more easily, then validate. The sale is now pending, and the register is available for a new sale.
Retrieving a receipt that has been put on hold
A pending receipt can be retrieved before scanning any items, or after entering one or more items. In the this case, the pending items will be added to any items entered
already.
Press the [Recover receipt on hold] button in the toolbar or use the touch pad button. The List of receipts on hold window is then displayed. Select the receipt to be
retrieved and then validate. The pending items will be added to the content of the receipt. Finalize the sale in the usual way.
Checking pending sales for particular customers
This function enables you to check the receipts pending for a customer at the register. A setting must be previously configured for this function. Check the Propose customer‘s
receipts option in the Preferences tab. If a customer has been entered for a transaction, the information will be taken into account when the receipt is put on hold: when the
customer is identified on the cash register and if there is a pending receipt, a message will signal this, proposing its immediate addition to the transaction in progress.
Printing receipts
Front Office: Sales receipts - Sales - Enter transaction
Printing a receipt without prices
Once the items have been entered, press the Other actions/Printing template button on the toolbar. The Choose printing template window will be displayed.
- In the Printing format field, select Receipt.
- In the Printing template field, select Receipt without prices then validate.
If the corresponding checkbox is selected, the receipt without prices will be printed in addition to the regular sales receipt at the end of the sale.
Printing an invoice
In the previous step, if the settings for the register have been configured accordingly, the Choice of invoice template window is displayed before the receipt is printed.
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Reprinting the last receipt
You can reprint the last receipt at any stage using the Other actions/Reprint last receipt button on the toolbar.
Reprinting a sales receipt
You can reprint a sales receipt at any stage using the Sales receipts module - Sales - Lookup receipt.
Canceling a receipt
Front Office: Sales receipts - Sales - Cancel transaction
Search the receipt to be cancelled. Double-click the line with the receipt to be cancelled or selected the receipt line and use the [Open button]. The entry window will appear
with the sales details.
Press the [Validate] button to cancel the sale. Select the cancellation reason if required, then confirm the operation to print the cancelled receipt.
Changing the payment method for a receipt
Front Office: Sales receipts - Sales - Modify payment
Search the receipt to be changed. Double-click the line of the receipt to be changed, or select the receipt line and click the [Open] button. The Enter payments window will
open displaying the payment methods for the selected receipt.
If necessary, use this button on the toolbar to delete the current line.
Press the [...] button beside the Mode field to display the list of payment methods. Select the new payment method(s) from the list and then validate the change.
Assigning a receipt to a customer
Front Office: Sales receipts - Sales - Assign customer
Search the receipt to be changed. Only receipts associated to a generic customer will be displayed.
Double-click the line of the receipt to be changed, or select the receipt line and click the [Open] button.
The receipt screen opens displaying the customer list. Select the customer to be associated to the receipt and validate your selection.
Emailing the receipt
Many customers have at least one e-mail address, so that the store can propose them to send the invoice per e-mail.
Implementation
Back Office: Settings - Documents - E-mail profile
The e-mail profile is used to define the structure of the e-mails to be sent:
E-mail subject: information about the e-mail.
Printing template: selection of the template to use for a PDF printout to attach to the e-mail.
Message to send: definition of the message to send to the customer together with the attachment.
Defining register settings
Back Office: Settings - Front Office - Register/Receipt (continued) tab
Specify if you want to send the receipt per e-mail (Yes/No) and select the e-mail profile to use.
Use
When the sales transaction is validated and the customer is referenced with an e-mail address, the system displays the “Send receipt per e-mail” screen.
The cashier can then select the customer’s e-mail address if he has more than one, as well as the printing template.
Note that if the “Propose to send per e-mail” option is not ticked, the customer record will be flagged, and the application will no longer propose to send e-mails to this
customer.
Please note!
If a tax device uses the printer port, it is absolutely necessary to print the sales receipt or the invoice.
For further information about sending receipts per e-mail, refer to section Emailing receipts.
Register Analyses
Flash report
Front Office: Sales receipts - Statistics - Flash report
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This function allows you to see at a glance, the various results and transactions for the current day:
- Summary of the sales completed since the register was opened.
- Summary of payments
- Statistics by salesperson and category level, in table or chart form.
The flash report can also be printed in receipt format using the [Print] button.
X- or Z-receipts
Front Office: Sales receipts - Reports - X- or Z-receipts
These receipts recap daily operations (e.g. sales by item type, returns, etc.)
- The X-receipt may be viewed and printed at any time during the day.
- The Z-receipt may be viewed and printed at any time after the day has been closed.
These receipts can also be viewed using the Flash report feature. The information on these receipts can be configured in Print tab of the register settings.
Customer balance – Loyalty totals
Front Office: Sales receipts - Sales - Enter transaction
Once a customer’s name and number have been entered in the sales transaction screen, you can view the balance for that customer.
The customer balance may be positive if a gift certificate has been acquired but not yet used.
Transaction history
Front Office: Customers - Customer management - Transaction history
This analysis can also be accessed through the sales screen, if a button has been configured in the touch pad.
Double-click on a customer record in the list displayed or use the [Open] button. The customer’s history will be displayed, recapping the various customer purchases by
receipt. Several actions may be performed in this screen:
Viewing receipts
To display a receipt on the monitor, double-click one of the receipts or use the [Open] button.
Viewing payments
This button allows you to view the payment details for a receipt.
Viewing lines
This button allows you to view the details for a line in the selected receipt.
Outstanding payments
Front Office: Sales receipts - Sales - Outstanding payments
This function allows you to view the list of payments, such as credit notes, gift certificates, loyalty certificates, deposit payments, balance due amounts. The list of payments
displayed allows you to do the following operations:
[Open] button
This button allows you to view the receipt corresponding to the outstanding payment.
Zoom menu
This button enables you to view the various information on receipts, such as:
- Show receipt
- Print receipt
- Show installments (i.e. payments)
- Show customer details
- Show movement history
- Show linked payment
Additional actions menu
This button allows you to:
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- Allocate an authorization number
- Close the outstanding payment
- Modify validity dates
Inventory Query in Front Office
From the Management module
Viewing item availability
Front Office: Management - Inventory - Item availability
Enter the item code in the “Code” field or use the button displayed next to the field to select it from the list. You can narrow the search by using available criteria filters
(category, department, etc.)
Start a search with the [Apply criteria] button to narrow the list of the items corresponding to the selection.
Double-click the item line or use the [Open] button to view information by dimension.
You can display new columns in this list by clicking the [Set up layout] button.
Viewing inventory dashboard
Front Office: Management - Inventory - Dashboard
There are 3 types of dashboard:
- Item dashboard
- Merchandise Hierarchy dashboard – this dashboard allows you to view the inventory for items right down to dimension level.
- Inventory movement dashboard – this dashboard groups together the following movements, for example:
- Sent transfers
- Received transfers
- Special inputs
- Special outputs
- Inventory discrepancies
- Transfer notices
- Transfer requests
From the Sales receipts module
Front Office: Sales receipts - Sales - Enter transaction
Item flash (Item inventory)
You can set an Item Flash button in the touch pad (item stock). When the item is scanned, you can view its stock for the various dimensions within the store or in other stores
authorized for stock viewing.
The inventory flash query screen also displays the detail of current movements for the item selected. It shows current transfers, receiving, returns, etc.
The [Other stores] button allows you to view the inventory for the same item in stores for which querying is authorized.
The information displayed on this screen depends on the settings made in the Back-Office: Inventory - Query - Flash query settings
Note that other functions related to inventory query are available via the [Other actions] button.
Management of Returns in Front Office - Contents
This purpose of this section is to list the various methods of entering a return on the register. Returns may be entered by line or receipt, with or without searching the original
sale, or simply by entering a negative quantity.
Yourcegid Retail Y2 also offers the option to manage remainders when entering a return. In addition, you can identify the receipt of the original sale, in order to prevent fraud.
Required settings
Configuring return reasons
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Configuring the search mode for returns
Configuring registers
Managing access rights
Different methods of entering a return
Entering a negative quantity
Entering the return of an item without control
Entering the return of an item with control
Returning and duplicating a receipt
Fraud prevention linked to returns
Identifying original sales receipts
Searching the payment transaction for refunding a return
Miscellaneous
Remainder management
Standalone mode
Labels
Statistics
Return Settings in Front Office
Configuring return reasons
Enabling return reason management
Back Office: Settings - Documents - Documents - Types
Managing reasons for returns is not mandatory. It just helps to know the reason why items are returned. If you do not want to handle these reasons, just ignore this step: no
reason then will be prompted when you return items.
On the right of the screen, select the FFO type, and go to the Inventory tab. Tick the “Management of movement reasons” option and validate. Henceforth, returns will have to
be motivated when made in Front Office.
Defining return reasons
Back Office: Settings - Documents - Movement reasons
If the management of return reasons is enabled, you have to define some reasons.
Press the [New] button to display the Movement reason window and specify the code, the description and the short description of the reason (e.g. change of color, change
of size, defect, etc.)
In the “Movement types” section, tick the Sales option and validate.
Configuring the search mode for returns
Back Office: Settings - Front Office - Setup for returns
When an item is returned on the register, several screens appear for finding the receipt the return refers to, in order to link the item to the original sale. This setup screen
allows the user to define the information prompted when the operator enters a return on the cash register. You can define here the search criteria for returns.
Press the [New] button to display the “Search settings for a return” window, and populate the following fields:
Field
Description
Display of the return period
This option impacts the “List of Items sold” window that displays for a return. It
limits the search to perform and directly displays the sales made with the period
specified in the register setting (see Management tab, Accept return - time period
field.)
Modifiable return period
If this box is checked, the return period defined in the previous option can be
modified by the user in the multiple criteria selection screen for the list of items
sold. Otherwise, this period cannot be modified.
This selection determines the first piece of information prompted on the cash
register for a customer return. This can be the barcode of the item, its reference, or
the customer code.
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Only intersections marked with X are available:
Once the settings have been defined, they must be assigned to all registers in question (refer to Configuring cash registers). When entering a return in Front Office, a screen
appears containing the configured fields, as in the example below:
This button, displayed in the screen above is resulting from the setting defined for option “Search screen”. If gives access to a multiple selection screen to search for thee
relevant information. The user can ignore the entry of this information if the “Override the entry of return information” concept is enabled in the access rights.
Configuring cash register for returns
Back Office: Settings - Front Office - Registers
Go to the Management tab and populate the various return options (refer to Register Settings - Management Tab)
Managing access rights
Back Office: Administration - Users and access - Access right management
Front Office: Settings - Administration - Users and access - Access right management
The following access rights must be managed for the various groups.
Choice 1/2/3
If you select “None”, the ”List of items sold“ will display when the operator enters
a return, so that he can search for the original sale.
- Minimum length: This option allows the search input field to be used only if a
minimum number of characters has been entered
- Mandatory: This option allows you to specify that the input is mandatory. If the
corresponding field is not specified when the operator enters a return, a message
informs him that this field is mandatory.
- Search screen: enables for a return the display of the search button that points
to a multiple search criteria screen.
Based on the information selected, the fields that are described in the table hereafter
will appear or not.
Minimum length
Mandatory
Search screen
Internal ref. of receipt
X
X
X
SKU barcode
Exact search
X
Item code
X
X
X
Customer code
X
X
X
Serial number
Exact search
External ref. of line
X
Menu
Branch
Access right description
Menu 102 – Sales
Retail Sales
Statistics/Return statistics
Authorize or restricts user groups from entering statistics on returns in Back Office.
Reports/Item labels/On sales return
In Back Office, authorizes or restricts user groups from printing item labels related to
returns.
Menu 105 – Settings
Front Office
Setup of returns
Authorizes or restricts user groups to define the settings for managing returns.
Statistics
Return statistics
Authorizes or restricts user groups from entering return statistics in Front Office
Enter a return of receipt
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Menu 107 – Sales receipts
Access rights/Enter
transaction
Authorizes or restricts users from entering returns of receipts via the [Actions on
lines/Return of receipts] button, with or without duplication.
Enter a return line
Authorizes or restricts users from entering line returns on receipts, via the [Actions on
lines/Return line] button, with or without control If this right is red, no return line may be
saved. A message will prompt the user you to enter a password of an authorized user to
continue. Likewise, this access right acts on the option to enter (or not) a negative quantity.
Enter a return line without control
Authorizes or restricts users from entering returns receipts lines, via the [Actions on
lines/Return line without control] button.
Unlike the previous right that has an impact on all return lines, this right only concerns
return lines without controls.
Override control for merchandise returns
Authorizes or restricts users from overriding a required control for an original sale during a
return. If this right is red, no return line may be entered. Accordingly, it will not be possible
to enter a negative quantity.
Enter a return without any link to the original sale
Authorizes or restricts users from overriding entering information on original sales. If this
right is red, the user cannot enter a return line without linking it to the original sale.
Enter return of service
Authorizes or prevents returns of service type items. The "Enter a return line" access right
must be granted to authorize the return of a service.
Override the entry of return information
Authorizes or restricts users from overriding entering required information related to item
returns. If this right is red, users cannot enter a return line without entering the information
requested (internal reference for receipts, item barcodes, etc.)
Access rights/Enter
payments
Refund a card different from that used for the sale
Authorizes or restricts user groups from reimbursing the return amount to a card different
than the one used for the purchase.
Menu 108 –
Management/Inventory
labels
On sale return
In Front Office, authorizes or restricts user groups from printing item labels related to
returns.
Menu 110 – Basic
Data/Items
Labels
On sale return
In Back Office, authorizes or restricts user groups from printing item labels related to returns
Menu 113 - Follow up
actions
Following up actions gives the opportunity to trace various operations and manipulations
done by colleagues. Concerning, the following actions may be traced:
Basic data
Reprint labels/On sale return
Sales receipts
- Control of returns - Manual entry
- Return created from duplicate
These actions may be viewed in Back or Front Office:
- Back-Office: Administration - Event log - Log query
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Different Methods of Entering a Return
Front Office: Sales receipts - Sales - Enter transaction
Entering a negative quantity
Once you have entered an item, you can enter a negative quantity in the Quantity column of the sales receipt screen directly.
In this case, there is no search carried out for the original sale, but the information relating to the original sale must be specified in the “Information about the original sale”
screen that displays.
By default, the information displayed is taken from the receipt line, except for the number and date of the original receipt, which you must enter yourself. If reasons are
managed for the receipts, the reasons for returns window will open next.
Entering the return of an item without control
Once the item entered, the use of the [Actions on lines - Return line without control] allows you to enter directly a negative line without further action. If the
management of movement reasons is activated, you must select a reason for the return from the screen that displays.
Canceling the return entered without control
Note that if you perform the same operation twice, the following message displays: “Do you really want to cancel the return of this item?” If confirmed, the return entered
without control will be canceled.
Entering the return of an item with control
It is possible to enter a return by searching for the original sale and then linking the original sale to the return.
On the sales receipts screen, the [Actions on lines/Return line] button allows you to search for the original sale without having to enter a sales line. The following screen
opens:
The information requested in this screen depends on the settings defined previously (refer to Configuring the Search Mode for Returns.) You can use this same menu to
specify whether the information is mandatory and also whether it is possible to open a multi-criteria selection screen via the button. This multi-criteria screen that displays the
list of sold items when returning an item with control, is optimized by the means of a company setting available in Administration/Performance; this setting defines the
maximum number of records returned by the query.
- Front Office: Settings - Administration - Event log - Log query
For further information about the traced actions, please refer to the Event log.
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If none of the lines proposed correspond to the returned item, the Close button allows you to open a window used for manually entering the information relating to the
original sale.
Once this screen populated, the “List of items sold” screen window displays where you can select the lines to return:
The display of this window is subject to access rights granted to the user. In this case, the “Override the control for merchandise returns” concept is concerned.
- Si the concept is set to green, this window will display.
- If this option is displayed red, the window will not open, and it will not be possible to carry out the return without the required information.
Already returned lines
You can get the list of already returned items, if you tick the “Already returned items” checkbox option in the Additions tab of the “List of items” sold screen. By default,
items already returned are not displayed.
Please note that the Status column in this screen displays a colored button:
- Green: the item has never been returned
- Red: the item is already returned
User restrictions
Back Office: Administration - Users and Access - Users
Please note that sales are searched for in the stores based on the user restrictions defined in the User record (Restrictions tab, Item returns field.)
Returning and duplicating a receipt
Returning a complete receipt
You can return a complete sales receipt with all its Item lines.
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Therefore, press the [Actions on lines/Return of receipts] button to select the appropriate receipt.
Returning and duplicating a receipt
You can return a receipt and duplicate it. This feature is used in specific cases when it is necessary to return the complete receipt and recreate the sales receipt to make some
changes.
Therefore, press the [Actions on lines/Return of receipts and duplication] button to select the appropriate receipt.
Fraud Prevention
Operations linked to item returns to the store may cause fraud. The features developed and described below will limit these cases.
Identifying original sales receipts
The method used to enter a return line is saved in the “Creation method” field on the line and may take the following values:
- Return identifier scanned from an original
- Return identifier scanned from a duplicate
- Return identifier scanned
- Return identifier entered from an original
- Return identifier entered from a duplicate
- Return identifier entered
- Return selected from a search list
- Entered
A line is created in the event log every time a return line is created from a duplicate receipt.
Required settings and operation
Back Office: Administration - Company - Company settings
Go to Commercial management/Front Office and tick the “Identifies original receipt” option to enable the mechanism that will differentiate original receipts from those
reprinted.
When this setting is ticked, the internal reference printed on the receipt will end in:
- 0 when printed the first time
- 1 when reprinted (duplicate)
Searching the payment transaction for refunding a return
T prevent a possible fraud, the operator can refund the return on the card that was used to pay the purchase.
However it remains difficult to determine the payment transaction of a returned item, in particular, because of the following issues:
- Sale made in a store with a different EFT system.
- Sale paid with several payment methods
- Return of several items from different sales.
- Return of an item belonging to a sale for which another item has already been returned and refunded.
A CBS specific development can then be used to select the transaction thanks to the CBS openness: "CbrReceipt.BeforeEftAuthorizationRequest” is called by Y2, before the
authorization request for the payment by card is sent to the EFT system, thus before the CPOS driver is called. CBS can then obtain the reference of the original sale of the
return lines of the receipt being processed thanks to the latest evolution of the contextual function "ThisDocument.GetReceiptData".
According to the rules of use to be defined between the merchant and the EFT provider, and according to the CPOS driver capabilities, CBS will be able to select the
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reference of the original payment transaction, and return it to Y2 for transmission to the CPOS driver.
The current operation of Y2 is kept if no CBS code is connected to the user-exit, meaning that a refund request is sent to the EFT system without connection to the sales
transaction.
Management of Returns in Front Office - Miscellaneous
Remainder management
You may manage customer returns remainders by configuring this functionality in the register settings (see Register Settings).
Selling one item
When returning an item, for a single unit sale, the line from the original receipt is recovered so that line information may be available.
Selling several items
When entering a return, register settings enable you to return the entire sales line, or only some items of the line.
In the case where the quantity in the original line is greater than 1, the screen that displays allows the entry of the quantity to return (the quantity entered for the return cannot
be greater than the original quantity.) Moreover, a control will be done to prevent the entry of quantity greater than the quantity still to return.
Standalone mode
Standalone mode does not allow returns to be controlled. A control will be done when integrating sales. If there is a discrepancy between the quantity sold and the quantity
returned, a record will be inserted into the event log.
Printing labels
Back Office: Sales - Reports - Item labels/On sale return
Back Office: Basic Data - Items - Labels/On sale return
Front Office: Management - Inventory - Labels/On return sale
These commands can reprint labels for returned items.
Viewing statistics
Back Office: Sales - Retail sales - Statistics/Return statistics
Front Office: Sales receipts - Statistics/Return statistics
These commands generate statistics on returned items, based on numerous analysis criteria such as reason, salesperson, etc. These criteria are available in the Additions tab.
General Settings of Authentication Modes
Defining company settings
Back Office: Administration - Company - Company settings
Specify the company settings described in section Commercial management/Stores and warehouses.
Configuring the authentication by store
Back Office: Basic data - Stores - Stores - Miscellaneous tab
The authentication of salespeople can be managed at store level. Each store record must therefore be configured to determine whether or not the store manages this function,
and must also define the strategy to use:
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Miscellaneous tab
The Authentication of salespeople checkbox allows you to activate the authentication of salespeople by authentication type and security level as detailed hereafter.
Access rights management
Back Office: Administration module - Users and access - Access rights management
Salespeople authentication is based on the activation of the following access rights and concepts.
The right to reinitialize a password of a user account should be given only to user groups authorized to modify the user records (in full or partially), as well as
cashier/salesperson/sales representative records.
Menu 26 – Concepts
- General/Password modification
- Store staff/Initialization of passwords
Menu 105 – Settings
- Store staff/Badges
Menu 106 – Administration
- Users and access/Password strategy
Menu 112 – Settings
- Registers/Badges
- Registers/Fingerprints
Configuring Authentication Modes
Authentication with badge
Back Office: Settings - Store staff - Badges
Front Office: Settings - Registers - Badges
Field
Description
Security level
This option allows you to define when authentication is to be done at the cash
register:
- No entry: No authentication requested. The sale may be made without salesperson
identification
- Code entry: This allows you to enter the salesperson in the receipt header, and
make changes if necessary.
- Secured identification on entry: Salesperson identification is requested when
entering the sales transaction entry screen. If the salesperson does not exit the
checkout screen, authentication is not requested again. The salesperson on the
receipt header has read-only access, only. A sales receipt function allows you to
change the salesperson.
- Secured identification in document header: Salesperson identification is requested
when entering the checkout, and then each time a sales transaction (receipt) is
entered.
- Systematic secured identification: Each time the salesperson changes, the
salesperson input screen is requested on the next line. Authentication is not
requested a second time if the same salesperson is entered in the following line.
The security level selected impacts the register settings available in the Back Office
via the Settings module - Front Office - Register. The impact is the following:
- In the last three cases described above (secured identification), the Register
management section, displayed in the Preferences tab will be grayed out. The
“Recover salesperson” field will automatically use the “By authentication option.
No modifications will be possible.
Authentication type
This field defines the authentication method used for the salesperson in the store:
entry of a password, use of a badge, fingerprint, or selection of a salesperson. The
detailed operation on the cash register of these authentication methods is described
in section Salesperson Authentication at Cash Register.
Re-authentication after idle
period (Front Office checkout)
This checkbox option is used to specify if the salesperson must authenticate again
after an idle period on the sales transaction entry screen. If this option is ticked, you
can define an authorized period of inactivity in minutes after which the salesperson
must authenticate again.
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Use this button to create a new badge, knowing that each badge can be associated with a salesperson for a prescribed period.
Use this button to scan or enter the badge.
A badge can be assigned to another user for another period in cases where a salesperson has left the company. It can also be rendered unusable via the "Closed" option.
The workstation must be equipped with a magnetic stripe reader (MSR) which can be either connected to the keyboard port or managed via OPOS drivers. The content of the
magnetic stripe stored in the database is encrypted.
Authentication with fingerprint
Front Office: Settings - Registers - Fingerprints
Press this button to create a fingerprint associated to a salesperson and store. If the fingerprint already exists, a message will alert the user and ask for confirmation of the
replacement.
The fingerprint can also be initialized in the salesperson record in Front Office via the [Complementary data] button.
Fingerprint registration is recorded in the event log, in order to prevent fraud.
As for hardware, a new type of driver must be created to manage the capture of digital fingerprints. It will function on the referenced drive, the U.are.U 400B digital
fingerprint reader from Digital Persona.
Authentication with password (user and salesperson)
A common strategy is defined for managing user and salespeople passwords in the Back Office. The password is no longer stored encrypted, but in a “hash + salt” format, so
that it cannot be recovered from its storage in the database.
Attention!
Strategies recovered during migration are minimalist, and have to be changed quickly in the folder.
- The right to reinitialize a password of a user account should be given only to user groups authorized to modify the user records (in full or partially), as well as
cashier/salesperson/sales representative records (refer to the Initialization of Passwords access right.)
- If the administrator password is lost, the Cegid Help desk team cannot reset the password!
Password strategies
Back Office: Administration - Company - Company settings
Back Office: Administration - Users and access - Password strategy
“Salespeople’s strategy” is the standard program setting that comes with the software package. However, you can change this setting or create a new setting at any time.
Field
Description
Strategy
- Number of authorized attempts: Define the number of connection attempts for a
login before the account is locked.
- Account locking time: Enter number of minutes that elapsed before the account is
released automatically.
- Max. duration of validity: Enter the number of days from which a warning
message will be displayed to inform the user that his password will expire soon.
- Number of passwords to archive: Number of passwords retained per login (user or
salesperson) that will be used to check that the password entered is not identical to a
former password when defining new password. In order to manage this constraint
more easily, this field can be displayed in the multiple criteria with the [Set up
layout] button.
- Time limit before deactivating the user account: Enter the number of days that
once exceeded will cause the deactivation of the user account.
Note that an account can be released and reactivated in the salesperson’s
record via the [Complementary data] button.
Password characteristics
Specify the following elements:
- Minimum length of the password.
- The fact that the password is case-sensitive.
- The need to include upper and lower case letters in the password when defining a
new one.
- The need to include digits in the password when defining a new one.
- The need to include special characters in the password when defining a new one.
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Once the strategies created, they must be implemented in the following commands:
- For users, this implementation will be realized in the Administration module, menu Users and access, command User groups.
- For salespeople, this implementation will be realized in the Administration module, menu Company, command Company settings, section Commercial management/Stores
and warehouses. This feature completes the settings for salespeople defined in the Miscellaneous tab of the store record.
Password initialization/change
From the Employee record in the Back- and Front Office.
Click this button to initialize or change a password. This button is only accessible in employee records associated with a store for which authentication of salespeople has
been activated (refer to Configuring Authentication by Store.)
If you choose to initialize the password, the existing password will be deleted. When next identifying himself, the employee in question will have to enter the password
initialized by the administrator (which was sent to him), and then enter the new password.
This feature, useful if the password is forgotten or lost, depends on the user rights granted on the Initialize passwords concept. The right to reinitialize a password of a user
account should be given only to user groups authorized to modify the user records (in full or partially), as well as cashier/salesperson/sales representative records.
Note that the first time an employee is authenticated in Front Office, if the password has not been previously initialized, it can be entered directly by the salesperson when
asked for it during the identification process. If making changes, you will be required to enter the old and new passwords.
Salespeople Authentication at Cash Register
Front Office: Sales receipts - Sales - Enter transaction
Authentication with password only
The salesperson identification screen will be displayed so the password can be entered. During the sales transaction, this screen will also be displayed when you press the
[Salespeople] button to select a new salesperson
Note that the current user is not changed, meaning that any data loaded on the screen by this user remains unaffected.
Authentication with badge only
The salesperson can authenticate by reading a badge previously created (refer to Configuring the Authentication by Badge.)
To do this, the workstation must be equipped with a magnetic stripe reader (MSR) which can be either connected to the keyboard port or managed by OPOS drivers. The
salesperson scans their badge on the salesperson identification screen:
Authentication with password and/or badge
Authentication with password or badge
The salesperson identification screen is displayed. The salesperson may authenticate by entering the password or scanning the badge.
Authentication with password and badge
The salesperson identification screen is displayed. The salesperson must:
- Scan their badge or enter their badge number in the relevant field and enter their password.
- Or enter their operator code, badge, and password.
Authentication by selecting the salesperson
The salesperson identification screen is displayed. The salesperson must select their name from a list. The password is not required.
Authentication by fingerprint
The salesperson identification screen displays enabling the salesperson to enter their fingerprint (refer to Configuring the Authentication by Fingerprint.)
Authentication by fingerprint or password
After clicking the transaction entry command, the salesperson identification screen will be displayed. The salesperson may then either enter their salesperson code and then
the password, or directly identify by their fingerprint.
Event log trail
Back Office: Administration - Event log - Log query
Front Office: Settings - Administration - Event log
If authentication is to be done with a password, a record will be added to the event log with the corresponding action. This flags the salespeople who do not always use the
fingerprint reader for identification.
Financing - Contents
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Financing allows you to manage both settlement methods and payments of the “4 installments without interest" type, along with management of installment dates.
Note! This feature can be used only in Front Office.
Financing settings
Creating financing plans
Linking financing plan with registers
Sales with financing
Entering a sale with financing
Modifying lines and payment methods
Authorization management
Currency management
Standalone mode
Financing Plan Management
Creating financing plans
Back Office: Settings - Management - Financing plans
To create a financing plan, click the [New] button and enter the information displayed in the following tabs.
Characteristics tab
The “Usable in register” option allows you to differentiate between financing plans that can be used in Front Office and those that can be used in commercial management. If
the option is enabled, the date of first installment option is limited to “Invoice date” and “End of month”.
Installments tab
The list of payment methods that may be used in this tab is restricted to payment methods that match the following settings in the Payment method record (available in
Settings - Management - Payment methods). In the Payment method record:
- In the Front Office tab, set the following options:
- Tick the “Usable in register” option
- Set the Type option to Deferred check or Withdrawal
- Or select Other payment method, and tick the Cash collection type option for these payment methods.
- In the Addition tab, the “Send amount to EPT” option must be disabled.
For the first installment, in cases where there are no days added or rounding applied, the list of payment methods is extended to include cash, bank cards, and checks.
If the first installment is a withdrawal, you must define the first installment date, greater than the current date, in the Characteristics tab.
Please note!
The first installment of a financing plan should always be regarded as the installment that follows the initial payment at the register. For example, if a customer wants to pay
in 4 installments, the financing plan will be made up of 3 due dates, the first installment having been paid against the initial receipt.
Front Office tab
You may determine the following fields:
Field
Description
Minimum/Maximum amount
Enter the minimum and maximum amounts.
Percentage of the proposed
amount
For example, if the percentage proposed for a receipt of €1,000 is 75%, the system
will propose a sum of €750 to be divided into installments.
Maximum percentage of the
amount
For example, if the maximum authorized percentage is 75% for a receipt of €1,000,
the system will ensure that a maximum amount of €750 is allocated to this
financing plan.
Additional payment methods
If the financing plan is used on a receipt, the system can restrict the list of
additional payment methods.
For example, to pay in 4 interest-free installments, the only additional payment
methods authorized are cash and bank cards. Only payment methods accepted at the
checkout are authorized.
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If the user attempts to use a financing plan, that includes a payment method not authorized by the register, a message will inform the user that the financing plan cannot be
used because it contains an unauthorized payment method. This action is recorded in the event log.
Linking financing plan with registers
Back Office: Settings - Front Office - Register
Open the Preferences tab in the desired register record, check the “Financing plan management” option then select the financing plan(s) authorized by the register.
Sales with Financing
Entering a sale with financing plan
Front Office: Sales receipts - Sales - Enter transaction
When entering payment on a receipt, click the button on the toolbar to open the window used for entering a financing plan [see financing plans]. Note that you will also have
the option to configure a button on the touch pad (see Register Settings).
The “Financing plan” window opens to allow you to enter the desired financing plan. There are several possible scenarios, depending on the settings or on the customer’s
payment method.
A receipt for €1,000 and a “4 interest-free installments” financing plan, with a proposed percentage of 75%:
Case 1
Applying the financing plan to the entire receipt. Amount: € 750
The three installments are calculated and generated on the receipt (3*€ 250).
The user finalizes the payment of the remaining € 250 installment using an authorized payment method.
Case 2
€100, paid in cash. The financing plan is applied. The proposed amount is € 675 [(1,000-100)*75%].
The three installments are calculated and generated on the receipt (2*€ 224.98 + 1*€ 225.04).
The user finalizes the payment of €125 using another authorized payment method.
Case 3
€ 500, paid in cash.
The financing plan is applied and the amount of €500 is proposed.
The three installments are calculated and generated on the receipt (2*€ 166.65 + 1*€ 166.70). The cash line is also entered manually.
Modifying lines and payment methods
When entering payments, only one financing plan can be applied per receipt. Once a financing plan has been applied, the menu and buttons associated with the financing
plans will no longer be active. In order to comply with management rules, the lines generated cannot be modified. In case of error, the user must delete the lines one at a time.
A function available in Front Office, allows you to modify the payment methods for receipts, until the daily closing has been performed.
However, financing plan management is not available in this module. As a result:
- You cannot generate a financing plan and break down an amount.
- Restrictions on additional payment methods are not implemented.
Verification management
There are numerous, complex checks to carry out. Financing plan management is therefore essentially a data entry aid. Only payment methods are stored in the installment
table. In order to facilitate verification financing plans are stored in the GP_MODEREGLE field in the receipt header. The checks that can be implemented on the minimum
and maximum amounts for payment methods are applied to the lines generated by a financing plan.
Currency management
A financing plan can be associated with a payment method that uses a currency other than the store currency. In this instance, the amount(s) to be broken down must be
calculated using the currency associated with the payment method.
Standalone mode
Financing plans are available in standalone mode.
Safe Management - Contents
This function is used to manage a safe in the store. This is particularly useful when bank deposit of checks, cash, etc. is not performed daily, as well as for managing deferred
checks.
When closing the day, payments made using the payment methods for which safe management is activated are sent to the safe pending bank remittance.
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General settings
Payment methods to transfer to safe
Cash registers affected by safe remittance
Register operations (cash float and discrepancy)
Access rights linked to the safe
Safe management on cash registers
Flow diagram around the safe
Safe input
Checking amounts in safe
Initializing safe cash float
Adjusting safe cash float
Exchanging cash in safe
Supplying safe cash float
Withdrawing from safe
Bank remittance
Register control
Managing check discrepancies at register or safe control
Defining Settings for the Safe
Payment methods to transfer to safe
Back Office: Settings - Management - Payment methods
Front Office: Settings - Registers - Payment methods
For each payment method concerned by the transfer to the safe (i.e. cash in euros or dollars, checks, deferred checks, etc.) perform the operations described in the following
tabs.
The settings defined here are also available by store, using the [Additions - Per store addition] button. These settings have priority over the global settings. When the
data of a payment method is updated, additions with identical values will be updated with the new values of the payment method.
Accounting tab
Uncheck the “Bank remittance generation” option. Note that if in the Cash float tab, the “Transferred to safe” option is checked for a payment method, you cannot check the
first option for the same payment method.
Cash Float tab
Alerts
It is possible to configure different alert thresholds by payment method in order to warn the user of the need for a safe remittance or withdrawal based on the amount in the
register. Once this configuration done, you have to check the “Alert on overrun” option, available in the Cash float tab to make the settings effective.
Safe
Field
Description
Minimum/Maximum in cash
register
Indicate the amount range that must be available in the register for a given payment
method. Should one of these (upper or lower) thresholds defined be exceeded, a
safe withdrawal or input procedure is automatically launched according to the
amounts specified in fields “Withdrawal from safe” (if the amount in the register is
below the minimum threshold) and “Safe remittance” (if the amount in the register
is above the maximum threshold.) If these amounts are already specified, it is not
possible to modify them. Otherwise, the minimum required amount is proposed,
and can be modified by the user but not reduced.
Alert threshold
Indicates that a safe input procedure should be launched, but does not force it.
When the alert amount is overrun, a message proposes that the user perform a non-
compulsory safe remittance.
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Cash registers affected by safe remittance
Cash Register Settings
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
For each register concerned, go to the Cash float tab and do the following:
- Specify the information requested in the Safe section.
- Specify the information requested in the Bank remittance section.
If cash float is managed, you should tick the Cash float management box. Indeed, safe remittance takes cash floats into account. In other words, the cash amount withdrawn
from the register for safe remittance is the difference between the amount entered during the register check and the cash float amount.
Configuring the touch pad (optional)
Back Office: Settings - Front Office - Register
Front Office: Settings - Registers - Registers
Transferring amounts to the safe is done in Front Office from the transaction entry screen using the [Other actions/Safe input] button. It is possible to configure a
button to enable safe input during the day by means of a touch pad function.
1. Press the [Configure touch screen and keyboard] button, and then click a “free” button.
2. Select [Function] in the “Type of button” field at the top of the screen.
3. In the Function section that displays, open the list and select "Safe input".
4. Validate to create the shortcut on your touch pad.
Register operations linked to the safe
Back Office: Settings - Management - Register operations
As for cash register management, where it is necessary manage cash float and register discrepancies, it is also necessary to create two register operations of type “safe cash
float” and “safe discrepancy” for the safe. For these operations, option “Cash transaction” is checked automatically and option “Use with other items” is grayed out.
Linking the safe discrepancy to the store
Back Office: Basic data - Stores - Stores
Go to the Additions tab of the store record and populate the Safe discrepancy field.
Access rights linked to the safe
Back Office: Administration - Users and access - Access rights management
Enable access rights for user groups of your choice.
Field
Description
Transferred to safe
Check this option to allow the payment method to be transferred to the safe. If the
"Transferred to safe" option is checked for a payment method, you cannot check the
"Bank remittance generation" option for the same payment method, in the
Accounting tab.
Distinction of notes and coins in
the safe
When managing face values, this option allows you to distinguish coins and notes
in the safe. For example, if you transfer €500 to the safe, the entry of face values
allows you to enter coins and notes:
6 x €50 - 3 x €20 - 4 x €10 - 30 x €2 € - 40 x €1
Two euro-cash envelopes will be remitted to the safe:
- Notes €400
- Coins €100
Withdrawal from safe/Safe
remittance
These fields can be used for Cash type payment methods (the payment method type
is defined in the Front Office tab.) For the other payment method types, only the
Transferred to safe checkbox is available.
If an automatic withdrawal or remittance procedure is launched, it will be based on
the amounts specified in fields “Withdrawal from safe” (if the amount in the
register is below the minimum threshold) and “Safe remittance” (if the amount in
the register is above the maximum threshold.)
Menu
Section
Access right description
Safe
This menu allows you to access the options in the Safe menu in Front Office:
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Safe Management on Cash Register
Flow diagram around the safe
The various flows displayed in this diagram are detailed in the chapters below in chronological order.
Menu 107 – Sales
receipts
Daily operations
- Query safe
- Bank remittance
- Bank remittance detail
- Bank remittance slips
- Check safe
Access rights
Register operations - Cash float amount outside the safe
This menu is used to enter a financial item of the Cash float type, which will not
be withdrawn from the envelopes in the safe.
Safe
Allows the following actions:
- Safe input during the day (i.e. without having to close the day)
- Cancel mandatory safe input (allows you to ignore the required safe input)
- Authorize exiting the bank remittance at the end of the day (allows you to quit
the bank remittance window during the daily closing)
- Change the amount when making a bank remittance
- Modify selected payments during bank remittance
Menu 112 – Settings
Processing
Initialize safe
When implementing safe management, this menu enables you to place existing
deferred checks into the safe, in order to include them in subsequent bank
remittances. The Initialization of the safe command is found in the Front Office, in
the Processing menu of the Settings module.
Menu 113 - Follow up
actions
Sales receipts
Safe input during receipt entry
Enables you to trace safe input over the course of the day in the event log.
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Item Record - Contents
11/11/2024
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